MINUTES OF THE TWENTY FIFTH ANNUAL MEETING OF THE BAY OF COLWYN TOWN COUNCIL, HELD REMOTELY (VIA ZOOM) AT 6.30 P.M. ON MONDAY 20 TH JULY 2020
PRESENT: The Town Mayor, Cllr N Bastow Cllrs: Mrs G Baker; B Barton; C Brockley; Mrs H Fleet; D Howcroft; C Hughes; D Jones; M A Jones; Mrs M Jones; A Khan; T Pearson; M Pickard; P Richards; Ms K Swindon; M Tasker; M Worth
OFFICERS: Mrs C J Earley, Town Clerk Mrs R P Dudley, Assistant Clerk
IN ATTENDANCE: County Councillor C Carlisle
1/20 WELCOME AND APOLOGIES FOR ABSENCE:
The Mayor, Cllr Neil Bastow welcomed Members to the twenty fifth Annual Meeting of the Bay of Colwyn Town Council. Apologies for absence were received from Cllr A Mason.
2/20 ELECTION OF THE MAYOR AND DEPUTY MAYOR:
Resolved to endorse the recommendation of the Council that the election of the Town Mayor and Deputy Mayor for the municipal year 2020/21 would be postponed until meetings can safely be held in person again, using the powers given in the local Authority (Coronavirus) (Meetings)(Wales) Regulations 2020.
3/20 COMMITTEES AND DELEGATIONS:
a. Resolved to re-appoint the two standing committees of the council: The General Purposes and Planning Committee and the Policy & Finance Committee, and approve the updated terms of reference (schedule A attached).
b. Resolved to approve the terms of reference of two other committees of the council: The Colwyn in Bloom Committee and the Volunteer Awards Committee, subject to an addition to the delegated powers of the Volunteer Awards Committee to allow it to nominate current/ past award winners for other regional/national volunteer awards (schedule A attached).
c. Resolved to confirm continuance of the scheme of delegation to officers, as detailed in schedule B attached. 4/20 OTHER BUSINESS:
The following items of business were then considered, in accordance with Standing Order 5(p):
a. The existing Standing Orders and Financial Regulations were reviewed and accepted, without amendment. b. The Clerk gave a brief report on the current list of Legal Agreements/Service Level agreements with other bodies, which included leases, tenancies and service level agreements. The report was noted by members. c. Members reviewed the List of Representatives on Outside Bodies and considered. It was noted that several of the groups were inactive and the list was updated/amended accordingly. Cllr Carlisle offered to forward the Raynes Quarry contact details, as our representative had not been to a meeting for a while. Resolved to approve the updated list, as detailed in Schedule C attached, and to defer the two vacancies to the next Council Meeting. d. The updated Asset Register, as at 31.3.2020, which was noted by members. e. Members noted/approved the renewal of the Town Councils insurance policy in August 2020 under a long term (3yr) agreement. f. Members noted that all other policies/procedures (items xv-xviii) will be reviewed on a cyclical basis.
5/20 ATTENDANCE AT MEETINGS:
The Clerk submitted, for information, a list of councillors attendance for the municipal year 2019/20 and the meeting dates for the Council and Committees for 2020/21. Resolved to receive and note the attendance list, as detailed in schedule D attached, and to approve the meeting dates for 2020/21, as detailed in Schedule E.
6/20 ANNUAL REPORT:
The Clerk submitted the Annual Report for 2019/20.
Resolved to receive and approve the final version of the Annual Report 2019/20.
The meeting closed at 7.05 pm
. Chairman BAY OF COLWYN TOWN COUNCIL
Terms of Reference
General Purpose and Planning Committee
Membership (2020/21): Cllrs: G Baker; B Barton; N Bastow; D Bradley, C Brockley; G Campbell; Mrs M Jones; J Pearson (& Tree Warden); C Matthews; M Tasker; M Worth.
Ex-Officio Members: Town Mayor and Deputy Mayor (when not already members)
Chairman/Vice-Chairman (2020/21): To be appointed by the Committee.
Both will ordinarily serve a two year term of office and are encouraged to undertake the One Voice Wales Chairing Skills training module, or other relevant training, within three months of taking up office, if not already done.
Quorum: One third of members (four)
Reporting: The General Purpose and Planning Committee reports directly to the Council.
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1. To consider any matter not specifically delegated to any other Committee.
2. To recommend to the Council any alterations in the boundaries of the Communities or their Wards, and in polling arrangements.
3. To exercise delegated powers in the submission of views to the Local Authority in response to consultation in respect of planning applications, planning appeals, licensing applications and temporary traffic regulations.
4. To recommend to the Council the observations to be submitted to the Local Planning Authority in response to consultation in all other planning matters.
5. To maintain, and keep under review, the Councils policies and procedures for providing public information and for public consultation and participation, to include the Town Councils website and social media pages.
Approved 20.7.2020 Min. 3/20(a) BAY OF COLWYN TOWN COUNCIL
Terms of Reference
Policy & Finance Committee
Membership (2020/21): Cllrs: H Fleet; D Howcroft; C Hughes; M Jones; D Jones; A Khan; A Mason; Mrs H Meredith; T Pearson; M Pickard; P Richards; K Swindon
Plus Ex-Officio Members: Town Mayor and Deputy Mayor (when not already members)
Chairman/Vice-Chairman (2020/21): To be appointed by the Committee
Both will ordinarily serve a two year term of office and are encouraged to undertake the One Voice Wales Chairing Skills training module, or other relevant training, within three months of taking up office, if not already done.
Quorum: One third of members (five)
Reporting: The Policy & Finance Committee reports directly to the Council.
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1. To advise the Council in the creation of a corporate plan of objectives and priorities, having regard to the needs of the Community, and the overall resources of the Council, and to consider and if necessary to report to the Council upon any policy proposals of other Committees.
2. To notify the Committees concerned or, if necessary, the Council of the need for changes in policy and/or in the standards of services provided in order to achieve its objectives; or the need for new services.
3. To keep under review the organisation and management processes of the Council and to advise the Council upon any desirable alteration of them (including changes in Committee Structure or in the distribution of functions, powers and duties of Committees in the light of changing circumstances).
4. Having regard to the Councils resources, to advise the Council on the following matters:-
(a) The Councils annual estimates, including the priority to be accorded to the development of the Councils services and the timing of the introduction of any new services;
Approved 20.7.2020 Min. 3/20 (a) (b) The annual precept to be levied by the Council.
(c) To keep under regular review the Councils Expenditure Programme, and advise the relevant Committees and Council on major variations from approved programmes.
5. To manage all investments and insurances; to keep under review the financial procedures and controls of the Council; and to secure the audit of the Councils accounts.
6. To examine new and proposed legislation, respond to consultation documents, as required, and to advise the appropriate Committees in its implementation.
7. To provide and maintain any office accommodation and services, and the arrangements for records and archives.
8. To determine Councillors travelling and subsistence allowances; any allowance to be paid to the Chairman for the purpose of enabling him or her to meet the expenses of the office; and the payment of expenses of official and courtesy visits.
9. To keep under review the Councils Standing Orders and Financial Regulations.
10. To manage and maintain any land, properties and other assets owned by the Council.
11. To recommend to the Council the action to be taken in relation to applications to the Council by Voluntary Bodies for financial assistance.
12. To authorise all payments to be made on behalf of the Council, ensuring that these fall within the budgetary limits previously approved by the Council in its Annual Estimates and any limits imposed by the Councils Financial Regulations.
13. To make recommendations to the Council regarding any virements required between budget headings, as a result of changing circumstances during the course of the financial year.
Approved 20.7.2020 Min. 3/20 (a) BAY OF COLWYN TOWN COUNCIL
Terms of Reference:
Colwyn in Bloom Committee
Membership (2020/21): Town Council members: Cllr H Fleet, Cllr C Hughes, Cllr A Khan, Cllr J Pearson, Cllr M Worth Co-opted members representing other organisations are appointed as full voting members of the committee. Current representation is: Horticultural Society 1 representative Chamber of Trade/Business rep 2 representatives Wales in Bloom 1 representative Ex-Town Manager 1 representative Residents Associations & Environmental Federations (Old Colwyn/ Dingle / Glyn etc) 8 representatives ERF Dept, Conwy C.B.C. 4 representatives Bryn Euryn Nursery 1 representative Other Community Rep(s) 2 representatives
Chairman (2020/21): (to be appointed by the Committee)
Quorum: One third of the current members
Reporting: The Colwyn in Bloom Committee reports directly to the Town Council ______
The Colwyn in Bloom Committee has delegated powers to consider and decide all matters in connection with the organisation of the annual Colwyn in Bloom competition(s) and annual entries for the town into Wales in Bloom and Britain in Bloom (when invited). This uses the general power given in S.144 of the Local Government Act 1972 to attract visitors to the town by making the environment more attractive.
The group has delegated powers to commit to expenditure on behalf of the Council, within the limits of the budget approved by the Council each year for Colwyn in Bloom activities.
Approved 20.7.2020 BAY OF COLWYN TOWN COUNCIL
Terms of Reference:
Volunteer Awards Committee
Membership (2020/21): Cllr A Khan (Colwyn Bay) Cllr B Barton (Old Colwyn) Cllr H Fleet (Rhos on Sea) Representatives from: Business Sector Mr Steve Griffiths Colwyn Bay Civic Society Mr Graham Roberts Horticultural Society / Colwyn in Bloom Hannah Fleet Community & Voluntary Services Conwy Mrs Ceri Jones/ Jan Smith
Chairman (2020/21): To be appointed by the Committee
Quorum: Three members
Reporting: The Volunteer Awards Committee reports directly to the Town Council ______
The Volunteer Awards Committee is given delegated power to:
1. Receive nominations and to consider and decide upon the awards to be presented by the Town Council each year for the fol lowing categories of volunteers:
Adult Volunteer of the Year (age 25-64 years) Adult Volunteer of the Year (age 65 years or over) Young Volunteer of the Year (age under 25 years) Green Volunteer of the Year Trustee of the Year Group Volunteers of the Year Additional Category for volunteers who do not meet the criteria for other categories
2. Submit nominations for current/past award winners to other national or regional volunteer award schemes, such as the annual High Sherriffs Awards or the Queens Awards for Voluntary Service.
3. Invite the Town Mayor to nominate a person/group for the John Davies Memorial Award for Volunteering.
V. 20.7.2020 DELEGATION TO OFFICERS
The following delegations are subject to them being implemented within the law, the Councils Standing Orders and Financial Regulations, within the accepted policy framework and where budgetary provisions exist or as otherwise authorised in accordance with financial regulations.
Service Area Function Officer
Audit To maintain a continuous internal RFO audit
Communications To deal with all press and public Town Clerk/ relations on behalf of the Council. Assistant Clerk
Documents To sign documents on behalf of Town Clerk the Council.
Elections To notify the Returning Officer of Town Clerk/ all casual vacancies arising in the Assistant Clerk membership of the Council as required by statute and to liaise with him or her regarding the conduct of elections.
Emergency Planning To lead the Councils response in Town Clerk the case of a major emergency in consultation with the Emergency Planning team at Conwy Council Borough Council.
Finance To administer the Councils bank RFO balances.
To maintain adequate insurance RFO cover for the Councils activities and property.
To act as the Responsible RFO Financial Officer.
To authorise the payment of Town Clerk accounts
To write off outstanding debts in RFO accordance with Financial Regulations.
Authorisation of routine Town Clerk expenditure within the agreed Service Area Function Officer
budget.
Emergency expenditure up to Town Clerk £3000 outside of the agreed budget.
Authorisation of expenditure on Town Clerk works up to a maximum of £2000 in any one case.
Freedom of Information To have overall responsibility for Town Clerk the Councils Freedom of Information Publication Scheme.
Governance To receive declarations of Town Clerk acceptance of office.
To receive and record notices Town Clerk disclosing personal interests.
To receive and retain plans and Town Clerk/ documents in accordance with the Assistant Clerk approved document retention scheme.
To certify any bye-laws approved Town Clerk by the Council.
Authorisation to call any extra Town Clerk meetings of the Council or any Committee as necessary having first consulted with the Mayor and/or Chair of the appropriate Committee.
Authorisation to respond Town Clerk immediately to any correspondence requiring or requesting information relating to previous decisions of the Council but not correspondence requiring an opinion to be taken by the Council or its Committees.
Information and To be responsible for the provision Town Clerk/RFO Communication and management of information Technology and communications technology provided within the Council including the replacement of out- dated equipment or the purchase of new equipment within the approved budget. Service Area Function Officer
Land and Property To purchase necessary goods and RFO supplies.
To maintain the Councils offices Town Clerk and property in accordance with financial regulations.
Lettings To authorise casual lettings of the Town Councils properties subject to Clerk/Assistant payment in accordance with the Clerk approved scale of charges.
Member support To deal with member requests for Assistant Clerk secretarial or administrative support in connection with their duties.
Proper Officer To act as the Councils proper Town Clerk officer in accordance with the job description for the role.
Staffing To undertake the duties of the Town Clerk Head of Paid Service and ensure that all staff effectively perform their functions as contained in their job descriptions.
To implement national pay awards Town Clerk and conditions of service.
Day to day supervision and control Town Clerk of staff including the implementation of all personnel procedures as line manager of staff. CYNRYCHIOLWYR Y CYNGOR AR FUDIADAU ALLANOL COUNCIL REPRESENTATIVES ON OUTSIDE BODIES
ENWR SEFYDLIAD / PWYLLGOR CYNRYCHIOLWYR PRESENNOL NAME OF ORGANISATION/COMMITTEE CURRENT REPRESENTATIVES Corfflu Hyfforddir Llu Awyr 271 (Bae Colwyn) Y Cynghorydd / VACANCY 271(Colwyn Bay) Air Training Corps Ymddiriedolaeth Cofeb Andrew Fraser Y Cynghorydd / Cllr A Khan Glyn Ward Andrew Fraser Memorial Trust Y Cynghorydd / Cllr P Richards Glyn Ward Y Cynghorydd / Cllr M Worth Grŵp Llywio Byw yn y Bae Y Cynghorydd / Cllr P Richards Bay Life Steering Group Ymddiriedolwyr Canolfan Gymunedol Bryn Cadno Cynghorydd / Cllr M Worth Bryn Cadno Community Centre Trustees (Aelod Ward Rhiw / Rhiw Ward Member) Gweithgor Bryn Euryn Y Cynghorydd / Cllr J Pearson Bryn Euryn Working Party Siambr Fasnach Bae Colwyn Y Cynghorydd / Cllr C Hughes Colwyn Bay Chamber of Trade Y Cynghorydd / Cllr P Richards Grŵp Llywio Gwydnwch Cymunedol Un Aelod o bob Ward / One Member per ward : Community Resilience Steering Group Rhos Cllr C Brockley Dinarth Cllr J Pearson Rhiw Cllr M Worth Glyn Cllr C Matthews Eirias - Cllr B Barton Colwyn - Cllr K Swindon Grŵp Mynediad Conwy Y Cynghorydd / Cllr P Richards Conwy Access Group Y Cynghorydd / Cllr Mrs H Meredith Clymblaid Masnach Deg Conwy Y Cynghorydd / Cllr J Pearson Conwy Fairtrade Coalition Fforwn Derbyniadau Conwy Y Cynghorydd / Cllr B Barton Conwy Admission Forum Fforum Cyswllt Cyngor Bwreistref Siriol Conwy i Y Maer / The Mayor or Y Dirprwy Faer / Deputy Gynghorau Tref a Chymuned Mayor Conwy CBC Town & Community Council Liaison Forum Y Clerc / The Clerk Plus 2 reps from Assets & Services Working Group on a rotational basis. Conwy CBC Local Area Forum Y Cynghorydd/Cllr P Richards
Cadetiaiad y Môr Conwy Y Cynghorydd / Cllr J Pearson Conwy Sea Cadets Côr Meibion Colwyn (Is-Lywydd) (Vice-President) Y Maer / The Mayor
Rhwydwaith Aelodau CVSC Y Cynghorydd /Cllr G Baker CVSC Members Network Ffederasiwn Amgylcheddol Nant Eirias/ Y Cynghorydd /Cllr C Hughes Dingle Environmental Federation Grŵp Rheoli Ymgynghorol Ffos Anoddun Y Cynghorydd/ Cllr D Bradley Fairy Glen Management Advisory Group IMAGINE Colwyn Bay Y Clerc / The Clerk Y Cynghorydd/ Cllr C Brockley Elusennau Llandrillo yn Rhos Y Cynghorydd /Cllr C Brockley Llandrillo yn Rhos Charities Y Cynghorydd / Cllr D Howcroft Y Cynghorydd / Cllr M Tasker Approved 20.7.2020 Min. 4/20(c) Grŵp Rheoli Ymgynghorol Nant y Groes Y Cynghorydd / Cllr P Richards Nant y Groes Management Advisory Group Cymdeithas Cynghorau Lleol Gogledd a Chanolbarth Y Clerc / The Clerk Cymru Y Maer / The Mayor or Y Dirprwy Faer / Deputy North & Mid Wales Association of Local Councils Mayor Y Cynghorydd / Cllr B Barton Y Cynghorydd / Cllr Mrs H Meredith Maximum 3 delegates to attend per meeting NWAMI Advisory Panel Y Cynghorydd/Cllr C Matthews
Canolfan Cymunedol Hen Golwyn Y Cynghorydd / Cllr K Swindon Old Colwyn Community Centre Old Colwyn War Memorial & Armistice Day Committee Y Cynghorydd / Cllr Mark Jones Y Cynghorydd / Cllr Mrs M Jones Panel Coedwig Pwllycrochan Y Cynghorydd / Cllr Mrs H Meredith Pwllycrochan Woods Panel Y Cynghorydd/Cllr C Hughes Grŵp Cyswllt Chwarel Raynes Y Cynghorydd/Cllr Mrs M Jones Raynes Quarry Liaison Group Cymdeithas Mansnachwyr Llandrillo yn Rhos Y Cynghorydd/Cllr Mrs G Baker Rhos on Sea Traders Association Llywodraethwyr Ysgolion/School Governors Hen Golwyn Y Cynghorydd / Cllr B Barton Hen Golwyn Y Cynghorydd / Cllr A Mason T. Gwynn Jones Y Cynghorydd / Cllr K Swindon Llandrillo yn Rhos Y Cynghorydd / Cllr D Howcroft Pendorlan/Glan y Môr Y Cynghorydd / Cllr C Matthews Swn y Don Y Cynghorydd / Cllr Mrs M Jones St Josephs Y Cynghorydd / Cllr N Bastow Ysgol Bod Alaw Y Cynghorydd / Cllr MA Jones Cronfa Ymddiriedolaeth Syr Henry Morris Jones Y Cynghorydd/ Cllr H Fleet Rhos on Sea Sir John Henry Morris Jones Trust Fund Y Cynghorydd/ Cllr C Matthews - Colwyn Bay Y Cynghorydd / Cllr A Pearson Old Colwyn Pwyllgor Rheoli Theatr Colwyn Y Cynghorydd / Cllr C Matthews Theatr Colwyn Management Committee Y Cynghorydd / Cllr Mrs H Fleet Y Cynghorydd / Cllr J Pearson Y Cynghorydd / Cllr M Worth Warden Coed Y Cynghorydd / Cllr J Pearson Tree Warden Hyrwyddwr Llesiant Cenedlaethau'r Dyfodol VACANCY Wellbeing of Future Generations Champion
Approved 20.7.2020 Min. 4/20(c) COUNCILLORS ATTENDANCE RECORD 2019/20 (13/05/19 05/05/2020)
POSSIBLE ACTUAL % Additional NAME OF ATTENDANCE** ATTENDANCE Sub- COUNCILLOR Committees Attended Councillor Mrs Glenys 26 16 62% 1 Baker Councillor Bob Barton 26 21 81% 2 Councillor Neil Bastow 34 25 74% 2 (*Mayor) Councillor Dave Bradley 26 3 12% 0 Councillor Chris Brockley 26 21 81% 0 Councillor Gemma 26 7 27% 1 Campbell Councillor Hannah Fleet 19 13 68% 5 Councillor David 19 12 63% 0 Howcroft Councillor Christopher 19 15 79% 5 Hughes Councillor Deborah 8 8 100% 0 Jones (Elected 14/11/2019) Councillor Mark Jones 19 11 58% 0 Councillor Mrs Merrill 34 21 62% 2 Jones (*Dep Mayor) Councillor Adam Kealey 7 1 14% 0 (Resigned Sept 2019) Councillor Abdul Khan 19 11 58% 5 Councillor Adrian Mason 19 3 16% 0 Councillor Colin 26 14 54% 2 Matthews Councillor Mrs Hazel 19 10 53% 0 Meredith Councillor Anthony 19 9 47% 0 Pearson Councillor Jeff Pearson 26 20 77% 4 Councillor Mick Pickard 19 10 53% 0 Councillor Paul Richards 19 13 68% 2 Councillor Kate Swindon 19 10 53% 1 Councillor Max Tasker 26 14 54% 0 Councillor Steve Williams 18 9 50% 0 (Resigned Dec 2019) Councillor Malcolm 26 24 92% 4 Worth
* Mayor and Deputy Mayor are Ex-Officio members of both Committees ** includes Full Council & Committee Meetings only (General Purpose & Planning and Policy & Finance) TIMETABLE OF MEETINGS FOR 2020/21
ANNUAL MEETING 20/07/2020 (delayed due to COVID-19) Policy & Finance Committee 20/05/2020 General Purpose & Planning Committee 26/05/2020 Full Council 08/06/2020 General Purpose & Planning Committee 16/06/2020 Policy & Finance Committee 01/07/2020 General Purpose & Planning Committee 07/07/2020 Full Council 20/07/2020 General Purpose & Planning Committee 28/07/2020 Policy & Finance Committee 19/08/2020 General Purpose & Planning Committee 25/08/2020 Full Council 07/09/2020 General Purpose & Planning Committee 15/09/2020 Policy & Finance Committee 30/09/2020 General Purpose & Planning Committee 06/10/2020 Full Council 19/10/2020 General Purpose & Planning Committee 27/10/2020 Policy & Finance Committee 18/11/2020 General Purpose & Planning Committee 24/11/2020 Full Council 07/12/2020 General Purpose & Planning Committee 15/12/2020 Policy & Finance Committee 06/01/2021 General Purpose & Planning Committee 12/01/2021 Full Council 18/01/2021 General Purpose & Planning Committee 02/02/2021 Policy & Finance Committee 10/02/2021 General Purpose & Planning Committee 23/02/2021 Full Council 01/03/2021 General Purpose & Planning Committee 16/03/2021 Policy & Finance Committee 24/03/2021 General Purpose & Planning Committee 06/04/2021 Full Council 26/04/2021 General Purpose & Planning Committee 04/05/2021 ANNUAL MEETING 17/05/2021 MINUTES OF A MEETING OF THE BAY OF COLWYN TOWN COUNCIL, HELD REMOTELY (VIA ZOOM) AT APPROXIMATELY 7:05 P.M. (IMMEDIATELY AFTER THE ANNUAL MEETING) ON MONDAY 20 TH JULY 2020
PRESENT: The Mayor, Cllr N Bastow Cllrs: Glenys Baker; Bob Barton; C Brockley; H Fleet; D Howcroft; C Hughes; D Jones; M Jones; M A Jones; A Khan; A Pearson; M Pickard; P Richards; K Swindon; M Tasker and M Worth.
OFFICER: Mrs C Earley, Town Clerk Mrs R Dudley, Assistant Clerk
IN ATTENDANCE: County Cllr: C Carlisle
7/20 Welcome and Apologies for Absence : Apologies for absence were received from Cllrs: G Howcroft-Jones; A Mason and H Meredith.
8/20 Announcements:
The Mayor made a brief reference to the work being done by the Pandemic Crises Response Team (PCRT) in its fortnightly meetings.
9/20 Declarations of Interest :
Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. None were declared.
10/20 Minutes :
a) Resolved to receive, approve and sign, as a correct record The minutes of the last Ordinary meeting of the Council, held on 15 th June 2020.
b) Resolved to receive and note the minutes of the following meetings:
i) The General Purpose & Planning Committee held on 16 th June and 7 th July 2020 (draft). ii) The Policy & Finance Committee held on 1 st July 2020 (draft). iii) The Colwyn in Bloom Committee held on 30 th June 2020 (draft). iv) Meeting of the Community/Place Plan Steering Group held on 29 th June 2020.
c) Pandemic Crisis Response Team: i) It was noted that the PCRT continues to meet fortnightly and the notes are forwarded to all members. Members thanked the PCRT and Clerk for all their hard work and for keeping them informed.
Resolved to formally receive the notes and to ratify the decisions of the team for the period from 18 th June to 8 th July 2020. 11/20 Matters Arising from the Minutes:
a) Min 531/19 Paper Usage: The Clerk submitted the report on paper usage and asked members to consider/approve the recommendations made in the report.
Resolved to accept the proposals, subject to clarification that members will still be able to request a paper copy, once staff return to the office, if there is a specific need for this.
It was noted that training will be given by the Clerk on how to use the bookmark facility to make pdf agenda/reports easier to navigate.
b) Min 533/19(a) Small Grants: The Clerk submitted the schedule of Small Grants for Q1 for approval, as recommended by the Committee.
Resolved to approve of the small grants for Q1, as detailed in Schedule A attached.
c) Min 533/19(b) Uke-a-Bay Events Grant : The Clerk explained that the original event had been cancelled, due to CoVid and the event was now being streamed as an virtual event.
Resolved to support the amendment to a virtual event and approve a reduced grant of £550.
d) Min 539/19(b) Bonfire Sub-Committee :
Resolved to endorse the recommendation to cancel this years event, due to Covid-19 and the restrictions on attendance/additional healthy and safety measures that would be required to ensure a safe event. e) Resolved to note the resolutions of the Committees, as detailed in the minutes.
12/20 North Coast Railway Liaison Group:
The Clerk submitted a proposal from NMWALC to form a new rail liaison group and asked members to consider the appointment of a Town Council representative.
Resolved to defer consideration of the appointment of a representative until NMWALC notify us of their decision, confirming which option has been adopted.
13/20 Approval of Payments:
Resolved to approve payment of the annual insurance premium to Zurich of £4,247.11.
The meeting closed at 7.40 p.m. . Chairman MINUTES OF A MEETING OF THE GENERAL PURPOSE AND PLANNING COMMITTEE OF THE BAY OF COLWYN TOWN COUNCIL, HELD ONLINE (VIA ZOOM) AT 6:30PM ON TUESDAY 28 TH JULY 2020
PRESENT: Cllr C Brockley (Chair) Cllrs: B Barton; N Bastow (Mayor); G Campbell; Mrs M Jones (Deputy Mayor); J Pearson; M Tasker; M Worth
OFFICERS: Mrs Tina Earley, Clerk Mrs Roz Dudley, Assistant Clerk
IN ATTENDANCE : Cllr Chris Hughes
14/20 Welcome and Apologies for Absence and re-election of Chair & Vice-Chair for a second year:
The Chair welcomed members to the meeting. Apologies for absence were received from Cllr G Baker.
Resolved to re-elect Cllr C Brockley as Chairman and to elect Cllr Colin Matthews as Vice-Chairman of the Committee for 2020/21.
15/20 Bookmarks:
The Clerk gave a brief training session to the members on how to use the bookmark facility for pdf agenda/reports packs.
16/20 Public Participation:
In accordance with Standing Orders, members of the public are permitted to speak on any item on the agenda. Town Councillor Chris Hughes used this public participation session to comment on Planning Application 0/45845 which was to be considered by the Committee at this meeting. Cllr Hughes said the site was allocated for development on appeal in 2013 as Conwy did not meet the five year land supply at that time. Cllr Hughes said the land was not suitable for housing. The Inspector at the time said that no additional surface water must drain into the Afon Colwyn and that the residents/owners downstream had riparian rights. Cllr Hughes also said that the new SUD requirements should be complied with. Cllr Hughes expressed grave concerns about potential flooding. The number of dwellings had increased from 37 to 39, but the proposed housing mix is not in accordance with local requirements, only 10% affordable housing is proposed. Cllr Hughes felt strongly that this housing development should not be approved on this site which was not allocated for housing in the LDP and asked for support from the Committee.
The Chair thanked Cllr Hughes and he retired from the meeting.
17/20 Declarations of Interest :
Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. Cllr Brockley declared an interest in regard to planning application 0/47444 and left the meeting when this item was considered.
18/20 Minutes : Resolved to approve and sign, as a correct record, the minutes of the last meeting, held on 7 th July 2020, subject to an amendment in the planning applicatio list .
19/20 Conwy CBC: a) The Clerk submitted: (i) TTR for Dolwen Road, Colwyn Bay from 27/7 to 14/8 (Welsh Water Work) (ii) TTR for Cefn Isa Road, Dolwen from 27/7 to 31/7 (Installation of new apparatus) (iii) TTR for Old Highway from 27/7 31/7 (Open Spaces Maintenance Work) b) An update from Conwy CBC regarding Playgrounds. c) Draft Public Space Protection Order Consultation: The Clerk gave a brief report on the changes that affected our area. Members were pleased that their request for Queens Gardens to become a dog on lead zone had been included. d) Bus Shelters: Pictures of the new Craig View Shelter and an update on the account balance. Members noted all the Conwy CBC documents.
20/20 Tan Lan Community Centre :
The Clerk informed members that the remaining committee members intend to surrender the lease for the Tan Lan Community Centre and the future of the centre for community use is under threat. There are two community centres in Old Colwyn, but this one does not get used. In answer to a question, the Clerk did not know if the Old Colwyn Residents Association (OCRA) are aware of the situation.
Resolved to forward the information to the Policy & Finance Colwyn Ward members and to OCRA for them to share with their contacts.
21/20 Penmaenhead:
At the request of Cllr Merrill Jones, the speed limit on the section of road from Highlands Road to the post office was discussed. Members were in support of the speed limit being reduced to 30mph but the Clerk advised the members that as it was an A road, the speed limits follow highway regulations.
Resolved that the Clerk write to Highways to request that the traffic speed limits on this section of road be reviewed.
22/20 Planning:
a) The Clerk submitted, for consideration, the planning applications received from CCBC. Resolved to submit observations on these applications, as detailed in Schedule A attached. b) Resolved to receive a copy of the Planning Decisions issued by CCBC for the period 29/6/2020 26/7/2020.
c) Members noted the appeal notice for Nant Uchaf Farm, Nant y Glyn, Colwyn Bay.
The meeting closed at 7.55pm. . Chairman CYNGOR TREF BAE COLWYN BAY TOWN COUNCIL CEISIADAU CYNLLUNIO/PLANNING APPLICATIONS 28/07/2020
Cyfeirnod/ LEFEL/ CAIS/APPLICATION Reference LEVEL 0/45845 Codi 39 0 dai, man agored cyhoeddus ar holl waith cysylltiol. Safle: Land off Valley Road, Colwyn Bay, Conwy. Ymgeisydd: Mr Tu dor-Owen. Gwrthwynebiad: Fe ddynodwyd gallair safle hwn cael ei ddatblygu, yn dilyn apêl yn 2013, am nad oedd Conwy wedi cyrraedd y cyflenwad pum mlynedd o dir ar yr adeg. Fodd bynnag, mynegwyd pryder gennym ar yr adeg nad oedd y tir yn addas ar gyfer tai ac rydym y n parhau gydar pryderon hyn am y rhesymau a ganlyn: 1. Ar yr adeg hynny, penderfyniad yr Arolygydd oedd nad oedd mwy o ddŵr arwyneb i ddraenio i Afon Colwyn o ganlyniad i ddatblygiad y safle oherwydd hawliau perchenogion glannau afon is i lawr yr afon or safle datblygu. Rhaid cydymffurfio hefyd a gofynion newydd yr SUDs. Maer cynllun draenio diwygiedig a gyflwynwyd yn anodd iawn iw ddeall ac nid ydym yn sicr bod y datblygiad yn cwrdd âr gofynion hynny. 2. Maer nifer o anheddau a fwriedir wedi cynyddu o 37 i 39, ond nid ywr cymysgedd arfaethedig o dai yn cydfynd a gofynion lleol am fwy o dai fforddiadwy a 10% yn unig o dai fforddiadwy a fwriedir gyda dros 50% yn dai sengl efo pedair ystafell wely. Maer datblygwr yn dadlau mair rheswm am y % isel o dai fforddiadwy yw dichonoldeb, gyda costau ychwanegol syn gysylltiedig a datblygur safle (oherwydd cyfychliniau a chyfyngiadaur safle). Rydym or farn nad oes rheswm digonol i leihaur gofyniad hwn a chymeradwyo datblygiad o dai ar safle anodd, nad yw wedi cynnwys ar gyfer tai yn y Cynllun Datblygu Lleol. Erection of 39 dwellings, public open spaceand all associated works. Location: Land off Valley Road, Colwyn Bay, Conwy. Applicant: Mr Tudor-Owen. Objections: This site was allocated for development on appeal in 2013, as Conwy did not meet the five year land supply at that time. However, we expressed concern at that time that the land was not suitable for housing and we maintain those concerns, for the following reasons: 3. At that time, the Inspector determined that no additional surface water must drain into the Afon Colwyn as a result of the development of this site, due to the riparian rights of owners downstream from the development site. The new SUDs requirements must also be complied with. The revised drainage plan that has been submitted is very difficult to understand and we are not sure that the development meets these requirements. 4. The number of dwellings proposed has increased from 37 to 39, but the proposed housing mix is not accordance with local requirements for more affordable housing and only 10% affordable housing is proposed, with over 50% of the development consisting of four bed detached dwellings. The developer has argued that the low % of affordable housing is due to viability, because of the additional costs associated with developing the site (due to the contours and site restrictions). We do not feel there is sufficient reason to reduce this requirement and approve a housing development on a difficult site, which was not allocated for housing in the LDP. 0/47442 D Newidiadau i ffenestri i ddrychiad cefn annedd preswyl rhestredig Gradd 11. Ffenestr newydd ar y llawr gwaelod a drws yn ller rhai presennol sydd i gael eu tynnu. (Caniatad Adeilad Rhestredig) Safle : 5, Holyrood Avenue,Old Colwyn, LL29 8BA. Ymgeisydd : Mr Nigel Edwards-Hughes. Dim gwrthwynebiad Alteration to fenestration in back elevation of Grade 11 listed residential dwelling. New ground floor window and door to replace exisiting which is to be removed. (Listed Building Consent). Location : 5, Holyrood Avenue,Old Colwyn, LL29 8BA. Applicant : Mr Nigel Edwards-Hughes. No objections 0/47444 D Adeiladu 3 uned teras tri llawr. Safle : Woodland Park, Colwyn Bay, LL29 7DS. Ymgeisydd : Mr A Brockley Mae gan y Cyngor Tref pryderon am y posibilrwydd bydd y safle, sydd yn agos iawn at ardal cadwraeth, yn cael ei or-ddatblygu. Nid oes sicrwydd chwaith ar sut fydd tŷ canol y teras yn gallu storio / cael mynediad at yr ailgylchu / biniau oherwydd yr angen / i bennu'r cwbl o ffrynt y safle ar gyfer parcio oddi ar y stryd. Gallai lleihaur datblygiad i ddau annedd rhoi well mynediad o gwmpas y safle a helpu i leddfur pryderon hyn. Proposed erection of 3 no. three storey terrace units. Location : Woodland Park, Colwyn Bay, LL29 7DS. Applicant : Mr A Brockley The Town Council has concerns about possible over-development of the site, which is in close proximity to the conservation area. It is also unsure about how the middle mews house will store/access its recycling/bins, as the whole of the front of the site is required/ allocated for off-street parking. Reducing the development to two dwellings could potentially provide better access around the site and help overcome these concerns. 0/47455 D Newid defnydd o feddygfa i annedd. Safle : 61A, Conway Road, Colwyn Bay, LL29 7LG. Ymgeisydd : Dr S B Patel. Dim gwrthwynebiad Change of use from GP Surgery to dwelling, Location : 61A, Conway Road, Colwyn Bay, LL29 7LG. Applicant : Dr S B Patel. No objections 0/47456 D Newid defnydd lefel llawr gyntaf o sba harddwch i lety gwyliau hunangynhwysol a chyflwyno grisiau mewnol i roi mynediad ir ail lawr presennol i wneud y fflat yn hunangynhwysol. Safle : 15/17, Everard Road, Rhos on Sea, Conwy, LL28 4EY. Ymgeisydd : Mrs Mandy Kitching. Dim gwrthwynebiad Change of use of first floor level from beauty spa to self contined holiday let accommodation and introduction of internal staircase to give access to existing second floor to amke flat self contained. Location : 15/17, Everard Road, Rhos on Sea, Conwy, LL28 4EY. Applicant : Mrs Mandy Kitching. No objections 0/47467 Estyniad unllawr arfaethedig i annedd (Cais Cynllunio Ol-Weithredol). Safle : 1, Aberhod Cove, 59, Cayley Promenade, Rhos on Sea, LL28 4EP. Ymgeisydd : Geraldine Walsh. Dim gwrthwynebiad Proposed single storey extension to dwelling (Retrospective planning Application). Location : 1, Aberhod Cove, 59, Cayley Promenade, Rhos on Sea, LL28 4EP. Applicant : Geraldine Walsh. No objections 0/47474 Cael gwared at ffenestri ffenestr lithro pren presnnol ym mlaen/ochr yr adeilad au hailosod gyda ffenestri ffenestr lithro UPVC gwyn sydd yn edrych fel rhai pren. Safle : The Metropole, Penrhyn Road, Colwyn Bay, LL29 8LG. Ymgeisydd : Mr Antonelo Murtas. Dim gwrthwynebiad Removing exisiting timber sliding sash windows to the front/side elevation of the building and replace with UPVC white sliding sash wood effect windows. Location : The Metropole, Penrhyn Road, Colwyn Bay, LL29 8LG. Applicant : Mr Antonelo Murtas. No objections 0/47476 Adeiladu 3 annedd ar wahan 4 ystafell wely ac adeiladu mynedfa. Safle : The Rowans, 29, Pen y Bryn Road, Upper Colwyn Bay, Colwyn Bay, LL29 6AG. Ymgeisydd : Mr John Jaap. Maer Cyngor Tref yn parhau gydai gwrthwynebiad blaenorol, syn ymwneud a phryderon am raddiant y ffordd mynediad at yr anheddau (nid yn addas i gerbydau argyfwng) a dim sgrin ir man storio biniau o gofior pellter or man casglu biniau ar Ffordd Pen y Bryn. Construction of 3 no. detached 4 bedroom dwellings and construction of means of access. Location : The Rowans, 29, Pen y Bryn Road, Upper Colwyn Bay, Colwyn Bay, LL29 6AG. Applicant : Mr John Jaap. The Town Council maintains its previous objections, which related to concern about the gradient of access road to the properties (not being suitable for emergency vehicles) and lack of screened bin storage, given the distance to the bin collection point on Pen y Bryn Road. 0/47491/ Codi ffens rwyll ar hyd ffin fewnol y gwrychoedd ffiniol neu waliau cerrig 0/47492 presennol er mwyn cynyddur uchder i uchafswm o 2m a gosod giatiau haearn addurniadol ar y pyrth presennol (Caniatad Adeilad Rhestredig). Safle : Rydal Penrhos Senior School, Pwllycrochan Avenue, Colwyn Bay, LL29 7BT. Ymgeisydd : Rydal Penrhos School. Dim gwrthwynebiad Erection of Mesh fencing along the inner edge of exisiting boundary hedges or stone walls in order to increase their height to a maximum of 2m and install ornamental steel gates to the existing gateways. (Listed Building Consent). Location : Rydal Penrhos Senior School, Pwllycrochan Avenue, Colwyn Bay, LL29 7BT Applicant : Rydal Penrhos School. No objections MINUTES OF A MEETING OF THE GENERAL PURPOSE AND PLANNING COMMITTEE OF THE BAY OF COLWYN TOWN COUNCIL, HELD ONLINE (VIA ZOOM) AT 6:30PM ON TUESDAY 25 TH AUGUST 2020
PRESENT: Cllr C Brockley (Chair) Cllrs: G Baker; B Barton; G Campbell; Mrs M Jones (Deputy Mayor); C Matthews; J Pearson; M Tasker; M Worth
OFFICERS: Mrs Roz Dudley, Assistant Clerk Miss Louise Austin, Administrative Assistant
IN ATTENDANCE : Members of the public
47/20 Welcome and Apologies for Absence:
The Chair welcomed members to the meeting. Apologies for absence were received from the Clerk, Mrs T Earley.
48/20 Declarations of Interest :
Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. None were declared.
49/20 Rhos Promenade Road/Beach Works/Public Participation:
The Assistant Clerk submitted a letter and photographs from a resident and an email from Cllr Pearson with regard to the finished works and traffic issues. An email from Traffic Network Manager, Conwy CBC and an email forwarded from Cllr Parry had been emailed to members earlier in the day for information. The Assistant Clerk also informed the members that she had spoken to Cllr Parry.
In accordance with Standing Orders, members of the public are permitted to speak on any item on the agenda. The Chair invited the members of the public to use this public participation session to make any additional comments to those already submitted to members. Jo Nuttall thanked the Committee for letting her attend and taking the issue seriously. She felt that there should be no parking on that stretch of road apart from disabled parking bays for residents on the opposite side of the road. Chris Coxon added that there were 3 major issues: the pedestrian crossing, the reduction in width of Rhos Road and the inadequate sea defences. He also said that residents wanted the white lines reinstated, traffic calming and 20mph along the stretch between Rhos Point and Fortes which would help to reduce the speed of traffic.
It was proposed and seconded to invite a Traffic Officer from Conwy CBC to attend a future Committee Meeting to address the Members. The Members of the public were informed that they would be able attend the meeting.
The Chair thanked the members of the public and they retired from the meeting. Resolved to invite a Traffic Officer, Conwy CBC to attend a future Committee Meeting to address the members.
50/20 Minutes :
Resolved to approve and sign, as a correct record, the minutes of the last meeting, held on 28 th July 2020.
51/20 Training on .pdf files:
The Chair welcomed Louise Austin to the meeting. Louise gave a brief presentation to members on how to annotate .pdf files. It was noted that the Louise will send out a short instruction note into the use of Adobe software for both PCs and iPads, in due course. Louise was thanked for her presentation.
52/20 Sub-Committees:
The Assistant Clerk submitted, for consideration, the Terms of Reference for the sub- committees that report to the General Purpose and Planning Committee: a) Bonfire Sub-committee b) Christmas Lights Sub-committee
Resolved to re-appoint the sub-committees.
53/20 Conwy CBC: a) The Assistant Clerk submitted: (i) TTR for Peulwys Road, Old Colwyn from 30/9 to 30/3/21 (Carriageway Resurfacing) (ii) TTR for Llanrwst Road from 7/9 to 9/9(Welsh Water Works) (iii) TTR for Llanrwst Road to Pwllycrochan Avenue from 1/9 5/9 (Carriageway Resurfacing) b) An update from Conwy CBC regarding Playgrounds.
Members noted all the Conwy CBC documents.
54/20 BT Phone Removal :
The Assistant Clerk submitted notification from Conwy CBC regarding the removal of a BT phone box in Old Colwyn. Cllr Bob Barton informed the members that he had been in communication with OCRA (Old Colwyn Residents Association) before the CoVid lockdown restrictions about the possibility of installing a defibrillator in the phone box, which would be for community use, but this would require BT leaving the electricity supply in the box. Concern was expressed over the cost of future upkeep, maintenance and electricity fees of the phone box.
Resolved to wrote to the local authority to ask for an extension to the decision deadline, in order for the discussion between OCRA and Cllr Barton to recommence once ORCA reconvene their meetings. 55/20 Lady Diana Garden :
At the request of Cllr Jeff Pearson, the maintenance of the garden was considered as it was looking untidy and needed urgent attention. The Rhos Rotary Club had a service level agreement with the Town Council to maintain the garden. Members appreciated that during CoVid Lockdown, work in the garden would have been difficult.
Resolved that the Assistant Clerk write to Rotary to ask them when they intend to restart work at the lady Diana Garden and to report back to the Committee.
56/20 Planning:
a) The Clerk submitted, for consideration, the planning applications received from CCBC. Resolved to submit observations on these applications, as detailed in Schedule A attached.
b) Resolved to receive a copy of the Planning Decisions issued by CCBC for the period 27/7/2020 06/08/2020.
c) Planning Aid Wales: The Assistant Clerk submitted a newsletter and asked if any of the members had been on the online training portal as some members had reported a problem with receiving the log-in details. The Assistant Clerk had done the training and reported that it was very informative. The Assistant Clerk was asked to request the details again and forward to members.
d) Conwy RDLP: Members noted the email from Conwy CBC regarding any impact that CoVid19 has had on policies /practises and said they would complete the survey individually.
e) Members noted the appeal refusal notice for Nant Uchaf Farm, Nant y Glyn, Colwyn Bay.
The meeting closed at 7.55pm. . Chairman CYNGOR TREF BAE COLWYN BAY TOWN COUNCIL CEISIADAU CYNLLUNIO/PLANNING APPLICATIONS 25/08/2020
Cyfeirnod/ LEFEL/ CAIS/APPLICATION Reference LEVEL 0/47507 D Estyniad Arfaethedig ac Addasiadau. Safle: 40, Gwynant, Old Colwyn, Colwyn Bay, LL29 9NJ. Ymgeisydd: Mr & Mrs John Weston. Dim Gwrthwynebiad Proposed Extensions and Alterations. Location: 40, Gwynant, Old Colwyn, Colwyn Bay, LL29 9NJ. Applicant: Mr & Mrs John Weston. No Objections 0/47515 D Adeiladu ardal â dec i wyneb gogleddol yr annedd. Bydd y dec arfaethedig ar uchder o tua 2.0m oddi ar lefel y tir ac yn mesur 2.6m x 3.7m yn y cynllun. Safle : New York Cottage, Groes Road, Colwyn Bay, LL29 8YP. Ymgeisydd : Mr Michael Fraser. Dim Gwrthwynebiad Erection of a decked area to the north face of the property. The proposed deck will be at an height of approx 2.0m above ground level and will be 2.6m x 3.7m in plan. Location : New York Cottage, Groes Road, Colwyn Bay, LL29 8YP. Applicant : Mr Michael Fraser. No Objections 0/47517 D Gosod blaen siop newydd, addasiadau ac ail doi ardaloedd gyda tho fflat ar gefn yr eiddo. Safle : 32-34, Conway Road, Colwyn Bay, LL29 7HT Ymgeisydd : Mr Melwyn Adair. Dim Gwrthwynebiad Installation of replacement shop front, alterations and re-roofing of flat rofed areas to the rear of the property. Location : 32-34, Conway Road, Colwyn Bay, LL29 7HT Applicant : Mr Melwyn Adair. No Objections 0/47519 D Tynnu Drws Garej a gosod Ffenestr yn ei le. Adeiladu ystafell wydr fach, Trawsnewid Ystafell Weithio/Stydi yn ystafell Weithio/Stydi yn ystafell Wely, Addasiadau i gegin/ystafell Fwyta. Safle : 11, Rhodfa Sant Elian, Old Colwyn, LL29 8PY. Ymgeisydd : Jessica Ashton. Dim Gwrthwynebiad Removal of Garage Door forming of window in its place. Conversion of Workshop/Study to bedroom. Kitchen/Dining Room alterations. Location : 11, Rhodfa Sant Elian, Old Colwyn, LL29 8PY. Applicant : Jessica Ashton. No Objections 0/47521 D Ailosod balconi presennol ir wedd flaen. Safle : 18, Plas Gwilym, Old Colwyn, Colwyn Bay, Conwy, LL29 9HD. Ymgeisydd : Ms D Hunt. Dim Gwrthwynebiad Reinstatement of existing balcony to front elevation. Location : 18, Plas Gwilym, Old Colwyn, Colwyn Bay, Conwy, LL29 9HD. Applicant : Ms D Hunt. No Objections 0/47523 D Tocio 1 Dderwen Fythwrydd. Safle : Coppice Chase, 47, Pwllycrochan Avenue, Colwyn Bay, Conwy, LL29 7BW. Ymgeisydd : Mr Niall A Hethrington. Dim Gwrthwynebiad Reduce 1 no. Holm Oak. Location : Coppice Chase, 47, Pwllycrochan Avenue, Colwyn Bay, Conwy, LL29 7BW. Applicant : Mr Niall A Hethrington. No Objections 0/47525 D Estyniad i ochr a chefn yr annedd i ddarparu lle ychwanegol at gyfer gegin ac ystafell wely. Safle : 83, Llanrwst Road, Upper Colwyn Bay, Colwyn Bay, Conwy, LL28 5YL. Ymgeisydd : Miss Lisa Roberts. Dim Gwrthwynebiad Extensions to side and rear of dwelling to provide additional kitchen and bedroom space. Location : 83, Llanrwst Road, Upper Colwyn Bay, Colwyn Bay, Conwy, LL28 5YL. Applicant : Miss Lisa Roberts. No Objections 0/47535 D Newid defnydd o iard storio i fan storio a gwerthu pren (Ol- Weithredol). Safle : Yard adjacent to Colwyn Fireplace Centre, Bron y Nant Road, Mochdre, Conwy, LL28 4YL. Ymgeisydd : Mr Jody Goode. Dim Gwrthwynebiad Change of use from storage yard to timber storage and sale (Retrospective) Location : Yard adjacent to Colwyn Fireplace Centre, Bron y Nant Road, Mochdre, Conwy, LL28 4YL. Applicant : Mr Jody Goode. No Objections 0/47539 D Newid defyndd o C1 i annedd sengl gydag addasiadau. Safle : 12, College Avenue, Rhos on Sea, LL28 4NT. Ymgeisydd : Mr Dean Ashton. Dim Gwrthwynebiad Change of use from C1 to single dwelling and alterations. Location : 12, College Avenue, Rhos on Sea, LL28 4NT. Applicant : Mr Dean Ashton. No Objections 0/47545 D Bwriad i newid defnydd hen swyddfeydd ysgol i annedd a gwaith cysylltiol. Safle : Edenfield, 14, Lansdowne Road, Colwyn Bay, LL29 7DB. Ymgeisydd : Mr Richard Smith. Dim Gwrthwynebiad Proposed change of use of former school offices into a dwelling and associated works. Location : Edenfield, 14, Lansdowne Road, Colwyn Bay, LL29 7DB. Applicant : Mr Richard Smith. No Objections 0/47548 D Amrywio amod rhif 2 (cynlluniau) caniatad cynllunio 0/42048 (Adeiladu estyniad unllawr) i ganiatau ir estyniad gael ei ddefnyddio fel atodiad syn gysylltiedig ir brif annedd. Safle : Arminda, 12, Grosvenor Road, Colwyn Bay, LL29 7YF. Ymgeisydd : Mrs Nia Jones. Dim Gwrthwynebiad Variation of condition no 2 (plans) of planning consent 0/42048 (Erection of a single storey extension) to allow for the exenson to be used as a connected granny annex to the amin dwelling. Location : Arminda, 12, Grosvenor Road, Colwyn Bay, LL29 7YF. Applicant : Mrs Nia Jones. No Objections 0/47549 D Adeiladau balconi ar flaen annedd presennol. Safle : Sandside, West Promenade, Colwyn Bay, Conwy, LL28 4BY. Ymgeisydd : Rev Anne Hooper. Dim Gwrthwynebiad Construction of balcony to front of existing dwelling. Location : Sandside, West Promenade, Colwyn Bay, Conwy, LL28 4BY. Applicant : Rev Anne Hooper. No Objections 0/47552 D Amrywio amod rhif 1 (cynlluniau sydd wediu cymeradwyo) caniatad cynllunio 0/41334 (Dymchwel yr adeiladau presennol a chodi 22 o fflatiau (Cymeradwyo Materion a Neilltuwyd iw Cymeradwyon Ddiweddarach dan god rhif 0/34855) i amnewid yr hyn a gymeradwywyd gyda chynlluniau fel yr adeiladwyd. Safle : Apartments 1-22 Inc, Cedar Court, Victoria Park, Colwyn Bay, LL29 7AJ. Ymgeisydd : Oaking Developments 3 Ltd. Gwrthwynebiad: 1. Maer cais gwreiddiol yn datgan bod 33 o lefydd parcio i geir. 30 yn unig sydd wedi darparu. Mae angen edrych ar hwn. 2. Nid oes mynediad i gerddwyr ir safle. Maer cynllun gwreiddiol / a ganiatawyd yn dangos mynediad i gerddwyr. 3. Maer ffordd mynediad yn rhy gul i geir cael mynediad / gadael ac mae hyn yn beryglus. Maer cynllun gwreiddiol / a ganiatawyd yn dangos bydd y mynediad yn cael ei ledu. 4. Ni chafodd y wal ffrynt ei adfer yn unol âr cais gwreiddiol. A ywr wal yn ddigonol ar gyfer y tir sydd y tu cefn iddo? 5. Maer storfa biniau yn annigonol ar gyfer y nifer o anheddau. 6. Ni chafodd Panelau Gwres yr Haul ar y To eu gosod fel y cytunwyd yn y cynllun gwreiddiol / a ganiatawyd. Variation of condition no 1 (approved plans) of planning approval 0/41334 (Demolition of existing buildings and erection of 22 no apartments (Approval of Matters Reserved for Subsequent Approval Under Code Ref 0/34855) to substitute approved for as built plans. Location : Apartments 1-22 Inc, Cedar Court, Victoria Park, Colwyn Bay, LL29 7AJ. Applicant : Oaking Developments 3 Ltd. Objections: 1.Original application stated 33 carparking spaces. There are only 30 spaces provided. This needs to be addressed. 2. There is no pedestrian access to the site. The approved/original plans showed predestian access. 3. Access road is too narrow for cars entering/leaving and is a hazard. The approved/original plans showed the access would be widened. 4. Front wall has not been reinstated as stated in the original application. Is the wall sufficient to contain the land behind it? 5. Binstore is inadequate for number of dwellings. 6. Solar Hot Heat Roof Panels have not been installed as agreed in the approved/original application. 0/47557 Tocio 1 Onnen, tocio corun 3 grwp o goed hyd at 3m.. Safle : Bryn Onnen, 74, Pen y Bryn Road, Upper Colwyn Bay, Colwyn Bay, Conwy, LL29 6AL. Ymgeisydd : Mr Jamie Northcott. Dim Gwrthwynebiad Pollard 1 x ash, crown reduce 3 no. tree groups by up to 3m.. Location : Bryn Onnen, 74, Pen y Bryn Road, Upper Colwyn Bay, Colwyn Bay, Conwy, LL29 6AL. Applicant : Mr Jamie Northcott. No Objections 0/47561 Bwriad i ddymchwel garej a storfa gardd a chodi ystafell ardd arfaethedig a storfa gardd. Safle : 16 Llanerch Road West, Rhos on Sea, Conwy, LL28 4AS Ymgeisydd : Mr Iwan Davies Dim Gwrthwynebiad Proposed demolition of garage and garden store and erection of proposed garden room and garden store. Location : 16 Llanerch Road West, Rhos on Sea, Conwy, LL28 4AS Applicant : Mr Iwan Davies No Objections 0/47563 Newid defnydd hen ysgol ddawns i 5 fflat. Safle : 2A Erskine Road, Colwyn Bay, LL29 8EU Ymgeisydd : Mr S Williams Dim Gwrthwynebiad Change of use of former dance school to 5 no. flats. Location : 2A Erskine Road, Colwyn Bay, LL29 8EU Applicant : Mr S Williams No Objections 0/47571 Estyniad ochr ar gyfer to ar ongl deulawr i annedd. Safle : Mr Chris Hughes Ymgeisydd : Tanllwyfan Isa, 514 Abergele Road, Old Colwyn, LL29 9LD Dim Gwrthwynebiad Two storey pitched roof side extension to dwelling. Location : Tanllwyfan Isa, 514 Abergele Road, Old Colwyn, LL29 9LD Applicant : Mr Chris Hughes No Objections 0/47572 Lleihau uchder 1 Sycamorwydden a 2 Goeden Dderw. Safle : 4 Cwrt Bedw, Colwyn Bay, LL29 6AE Ymgeisydd : Mr Morys Williams Dim Gwrthwynebiad Reduce 1 no Sycamore and 2 no. Oak trees Location : 4 Cwrt Bedw, Colwyn Bay, LL29 6AE Applicant : Mr Morys Williams No Objections 0/47576 Codi decin gardd a ffens derfyn. Safle : 7 Cliff Road, Old Colwyn,LL29 9RW Ymgeisydd : Mr Christopher Kendall Dim Gwrthwynebiad Erection of garden decking and boundary fence. Location : 7 Cliff Road, Old Colwyn,LL29 9RW Applicant : Mr Christopher Kendall No Objections MINUTES OF A MEETING OF THE POLICY AND FINANCE COMMITTEE OF THE BAY OF COLWYN TOWN COUNCIL, HELD REMOTELY (VIA ZOOM) AT 6:30 P.M. ON WEDNESDAY 19 TH AUGUST 2020
PRESENT: Cllr C Hughes, Chairman (Min 33/20) Cllrs: N Bastow (Mayor), H Fleet, D Jones, MA Jones, A Pearson, P Richards
OFFICERS: Mrs C Earley, Town Clerk L Austin, Administrative Assistant
32/20 Welcome and Apologies for Absence
The Chairman welcomed Members to the meeting. Apologies were received from Cllrs: D Howcroft, A Khan, H Meredith and K Swindon.
33/20 Election of Chairman and Vice-Chairman for 2020/21
Resolved to re-elect Cllr C Hughes as Chairman and Cllr K Swindon as Vice- Chairman for the remainder of the 2020/21 municipal year.
34/20 Declarations of Interest:
Members were reminded that they must declare the existence and nature of any personal and/or prejudicial interests. None were declared.
35/20 Minutes:
Resolved to approve and sign, as a correct record the Minutes of the last meeting, held on 1 st July 2020.
36/20 Training on .pdf files:
Members received brief training on the use of bookmarks and annotating .pdf files. It was noted that the Admin Assistant will send out a short instruction note into the use of Adobe software for both PCs and iPads, in due course.
37/20 Finance:
a) Resolved to authorise payments made on behalf of the Council for the period 1.6.2020 to 31.7.2020, as detailed in Schedule A attached.
b) Resolved to authorise the Clerk to send the July bank statements to the Chairman to carry out the checking/authenticating of the bank reconciliations as at 31/7/20.
c) The Clerk submitted, for information, the income/expenditure report for Q1 and a written report on the anticipated impact of COVID-19 on the 2020/21 budgets.
It was noted there would be a small loss of income from office rental, room hire, service charges and events. However, there would also be a reduction in expenditure, due to events that no longer required financial support having been postponed or cancelled, and also due to a decrease in travel, postage and stationery expenses, leading to a potential surplus of approximately £120,150.
The Chairman also expressed concern about the likely impact on the county council from a reduction in council tax income, and a loss of income from services such as leisure centres and car parks, which has currently lead to a deficit in excess of six- figures in the first quarter.
Resolved to note the reports and receive a further update from the Clerk in November.
d) The Clerk submitted, for information, the Market Report for June 2020 from CCLA.
Resolved to receive and note the correspondence.
38/20 Welsh Government:
The Clerk submitted, for consideration, the following correspondence: a) Community & Town Councils loss of income funding b) National Strategy for Flood and Coastal Erosion Risk Management in Wales and Strategic Environment Assessment Environmental Report
Resolved to receive and note both documents.
39/20 Bay Life Strategic Officer Group:
The Clerk gave a verbal report from the Bay Life Strategic Officers Groups meeting held on the 3 rd August.
The Integrated and Animated Spaces online consultation would be launched in September, with a temporary one-way traffic system possibly being put in place during the six-week consultation period. Members agreed that the consultation needed to be shared far and wide when it is launched.
There is now a development trust in place for 7 Abergele Road, with a potential completion date of the building works in mid to late September. The Townscape Heritage Initiative Officer, Judy Greenwood, was nearing the end of her contract but was currently working on seeking grant support for five more town centre projects, which she hoped to progress before the end of her contract.
Members discussed the grant funding available for town centres for COVID-19 recovery and the difficulties faced due to having no active business forums in the town. It was noted that the Chamber of Trade were concerned about changes to Station Road and had requested additional car parking on the former Market Hall site. The County Council were trying to build confidence so people feel safe to come back into town and support local businesses. The Clerk informed members that she had spoken to the market traders at the newly established Artisan Market who were happy with the trade so far; and Members agreed that the market needs to work alongside the local businesses to bring more footfall into the town centre.
40/20 Sub-Committees:
The Clerk submitted, for consideration, the Terms of Reference for the sub- committees that report to the Policy & Finance Committee:
a) Amenities Sub-Committee b) Audit Sub-Committee c) Buildings Sub-Committee d) Staffing Sub-Committee
Members discussed whether there was a need for the Amenities sub-committee, since the events grants were now considered within the Policy and Finance Committee meetings. Members agreed to wind-up the Amenities sub-committee.
Members discussed whether a replacement was required on the Buildings sub- committee to replace a Member who is currently unable to attend meetings. It was proposed that Cllr D Jones to be appointed to the Buildings sub-committee in place of Cllr H Meredith.
Resolved to re-appoint the sub-committees subject to the above amendments.
41/20 N&MWALC :
The Clerk submitted, for consideration a consultation on reducing single use plastics received from N&MWALC. Members felt that the Town Council should respond separately to the consultation, and add plastic tampon applicators and plastic plant pots to the additional list compiled by the association.
Resolved to respond to the consultation using the list from N&MWALC with the additional items added. Further resolved to encourage Members to respond individually to the consultation.
42/20 Local Members Ward Allowances:
The Clerk submitted, for consideration, a project proposal from:
a) Cllr M Tasker - £300 to the Llandrillo yn Rhos Ancient Charities.
Resolved to approve the proposal for payment.
43/20 Town Hall:
The Clerk submitted, for consideration, quotations for:
a) Gutter repairs : The Clerk informed Members that, due to access to the Town Hall being restricted by COVID-19 and the need for a detailed survey to be undertaken to produce an accurate quotation for repairs, only one quote had been received for the gutter/roof repairs, which ideally need to be completed before the weather worsens.
The Clerk asked the Members to bear in mind that further surveys may need to be carried out by other contractors, prior to them being able to submit quotations, and that there may be a cost involved, as high level access would be required.
The Clerk advised Members that they have the option to request that the Council waives the Financial Regulation, which states that three quotations are required for a contract of this value (over £5,000), should they consider the works to be urgent enough to warrant avoiding potential further delays and additional cost of obtaining further quotes.
Members expressed some concern that only one quote had been obtained and discussed online reviews for the company. It was noted that the contractor has completed similar works on a neighbouring building and the Clerk had obtained a verbal reference from the person responsible, confirming they had been satisfied with the work completed.
Members asked if the contractor was providing a like-for-like repair of the guttering. The Clerk confirmed that if the Town Council wished to use an alternative material, then Listed Building Consent would need to be obtained.
Resolved to recommend, due to the urgency of the repairs, that the Council waives the financial regulations which states that three quotes need to be obtained and authorises the contractor to proceed with the repairs to the guttering and roof, in accordance with the details in the quotation supplied.
b) External decorating : The Clerk informed Members that additional quotes were still being sought for the external redecoration, as these works were considered to be less urgent.
The Clerk also advised Members that if the VAT incurred on all expenses relating to the Rhiw Road site exceeds (£7,000), the Council is unable to claim back any VAT on any expenditure relating to the buildings for the whole financial year. Therefore, if the external decorating is carried out prior to April 2021, on top of the boiler repairs ad gutter refurbishment, there could be significant VAT implications. The Clerk would take advice on this form the SLCCs VAT specialist, if the Council wishes to proceed with some/all of the redecoration works prior to next April; and there may be some merit in splitting the external decorating works over two financial years to avoid this.
Resolved to recommend the Clerk obtains three quotes for the external decoration and seeks further advice on the potential VAT implications.
44/20 Grants:
a) The Clerk submitted, for information, the Large Grant reports/evaluations for 2019/20. Resolved to receive and note the reports and evaluation forms.
b) The Clerk submitted a request to authorise an application to be submitted to the Gwynt y Mor windfarm community fund for funding towards the cost of large plastic recycling sculpture(s), to replace the time-expired willow sculpture trail. The joint project between the IMAGINE Colwyn Bay project (which is not eligible to apply in its own name as it comes under the umbrella of CCBC) and the Colwyn in Bloom Committee of the Town Council, would involve a professional sculptor creating the design(s) produced by local college students.
A Members raised some concern about the timing for this application, as students may not be able to assist should the colleges go into further coronavirus lockdown; and the Council could get complaints if CCBC are not maintaining the current flower beds. However, other Members felt that the college should be able to assist even if still operating an online learning environment, and that the project would not only encourage plastic reduction/recycling awareness but brighten and improve the town. The Clerk also informed members that the IMAGINE programme will be coming to an end next year and the funds may be lost if elements of it, such as this one, had not been completed by then.
Resolved to authorise a funding application to be submitted to the Gwynt y Mor Community Fund towards the cost of a large plastic recycling sculpture(s).
45/20 The Clerk informed Members that Mark Roberts, former Chairman of the Colwyn Victoria Pier Trust, had requested to attend the next Policy & Finance meeting, to update the Committee on the Trusts fundraising to date, and to request that the previously earmarked budget of £15,000 (from 2019/20) be re-instated, pending a detailed submission of proposals.
Resolved to request the Clerk invites Mark Roberts to the next meeting, due to be held on the 30 th September 2020.
46/20 A Member queried if members of the public are still able to attend the meetings now they are online. The Clerk confirmed that members of the public can request a link to gain admission to the meeting, and can also request to speak, as per a normal meeting at the Town Hall.
Meeting closed at 7.55pm
. Chairman MINUTES OF A MEETING OF THE CHRISTMAS LIGHTS SUB-COMMITTEE, OF THE BAY OF COLWYN TOWN COUNCIL, HELD REMOTELY (VIA ZOOM) AT 4:00 PM ON THURSDAY 18 TH AUGUST 2020
PRESENT: Cllr G Baker, Chairman (Min 23/20) Cllrs: G Campbell, J Pearson,
IN ATTENDANCE: Mr Shaun Williams, SETS Ltd (Lighting Installation Contractor)
OFFICER: Mrs C Earley, Town Clerk
23/20 Election of Chairman:
Resolved to elect Cllr G Baker as Chairman of the Sub-Committee 2020/21.
24/20 Welcome and Apologies for Absence:
The Chairman welcomed everyone to the meeting. Apologies were received from Cllrs: D Jones and C Matthews.
25/20 Declaration of Interests:
Members were reminded of the need to declare any personal and/or prejudicial interests. None were declared.
26/20 Minutes :
Resolved to receive, approve and sign a copy of the minutes of the last meeting of the sub-committee, held on 18 th July 2019.
27/20 Review of 2019: Members reviewed the Christmas Lighting for 2019, including:
a. Lighting Scheme:
The Clerk submitted a detailed summary of the scheme, including the locations and specifications of festoons, lamp column motifs and Christmas trees
b. Infrastructure/Installation:
Members received a verbal report from S Williams (SETs Ltd): i. The new motifs for St Pauls Tree, had been received late and the harness/connections had been rushed which caused power failure, which could not be rectified whilst the lights were in-situ. This will be rectified for 2020 display.
ii. Theatr Colwyn we have had problems with curtain lights tripping the power supply, but they were OK once the fault was rectified last year. It was suggested that we retain same lights for 2020 and review as part of new scheme in 2021. SW has had discussions with Phil Batty re: installing a new power supply, for use with existing or new lights.
iii. Penrhyn Avenue festoon an issue with two lamp holders was found when the lights were taken down for storage. These have now been repaired.
c. Installation contract: Members noted that 2020 will be the final year of the three- year installation/maintenance contract with SETs Ltd.
d. Other Feedback: The Clerk referred members to the list of feedback recorded in the lighting scheme spreadsheet for 2020 and members also gave some verbal feedback to the meeting. Feedback was generally positive.
28/20 Finance report:
The Clerk submitted, for information, the finance report for 2019/20 and the draft budget for 2020/21. It was noted that there is approximately £11,000 in the budget for scheme additions this year, due to the saving resulting from the end of the column motif hire contract in 2019. It was noted that the full lighting scheme and installation contract would be up for review in 2021, so it would be prudent to carry forward some of this budget to next year to off-set a probable increase in costs.
29/20 Christmas Lighting Scheme 2020:
Members considered any replacements or additions to the scheme for 2020, including:
a. Views on the sample garland light installed on one column last year. The Members liked these and preferred them to the branch lights. S Williams advised members that the garlands are likely to be quite expensive and to consider waiting to see what happens with potential road layout changes, which could result in new lamp columns being installed on the main Conway/Abergele Roads. Members considered whether to replace half of the branch lights with garland lights this year, which could then be used elsewhere (e.g. West End) if/when we have new columns which can support column motifs.
Resolved to ask S Williams to obtain/provide a quote for the garland motifs, before a decision is made.
b. Resolved to approve using the wrap-around lights on the small columns on Station Road / Sea View Road for another year, pending a full review/update of all of the lamp column motifs in 2021.
c. It was noted that a site meeting is awaited with Owen (Cartrefi Conwy) regarding the possible installation of a new ground tree socket at the West End junction of Conway Road/Kings Road. If this goes ahead, new tree lights would be required. Members noted that the GP&P Committee had agreed that a Christmas tree would be good at this location. S Williams advised members that a check was required to ensure the pedestrian lights would not be impacted, and advised that different / contrasting coloured lights may be needed (not red, green and amber). It was noted that S Williams would be attending the site meeting with the Clerk on 2 nd September, and both will report back at the next meeting. Resolved for the Clerk to contact CCBC (Highways) to seek permission for a tree at this location and to check if there would be any issue with the proximity of this location to the pedestrian lights. d. Confirming the order for the Christmas Trees for 2020
Members confirmed that they were happy to use the same supplier as in previous years.
Resolved for the Clerk to contact the supplier for a quote for either 3 or 4 trees (dependant on if the West End is added to the order). e. Members considered whether to add to the bauble/star motifs purchased for the large St Pauls tree last year.
It was agreed that more motifs would add impact to the tree, and a proposal was made to purchase 25 additional motifs, in a contrast colour to the 25 purchased initially.
Resolved to purchase an additional 25 baubles/star motifs in either warm white/cool white, as appropriate to contrast with those purchased last year. f. Members considered the possible purchase/installation of festoon on the new columns along the front in Rhos-on-Sea (these had been strengthened for festoon at the request of Colwyn BID).
It was reported that Colwyn BID had promised the lights to the shop keepers and it would be nice to fulfil this promise to finish off the new promenade. There was a query over the BID monies and if they could still be asked to pay. The Clerk advised members that Colwyn Bid had been closed down and had no directors able to approve further spending. CCBC is awaiting legal advice, but this could take some time.
S Williams informed Members that he had asked for a quote to be emailed to the Clerk for the purchase of festoon lights, plus approximately £1,000 would be required for catenary wires and fittings.
Resolved to defer this to the next meeting to await a quotation from S Williams. g. Other additions: i. Resolved to request a quotation to add an additional set of three strings of lights to both the Old Colwyn and Rhos-on-Sea Christmas trees. ii. New motifs for columns at Greenfield Road and Victoria Road (nr Station) Resolved to defer until full review of lamp column motifs in 2021 iii. Lights for large tree near new Co-op store (Rhos on Sea). SW - suggested that members consider using the string lights that are no longer needed for the large St Pauls tree at this location instead (if they are not needed for the small tree in the West End, due to a new Christmas tree there). ALL agreed in principle. GC to ask Cllr HF for the contact details in case we need to seek permission from the Co-op to install lights on the tree in their grounds.
30/20 Switch On/Off Dates:
Resolved to switch on the lights on Friday 20 th November, a week earlier than usual, and switch off on Tuesday 5 th January 2021.
31/20 Next Meeting:
Resolved to request that the Clerk arranges a meeting for the week commencing 7 th September 2020, providing all require information is available by then.
Meeting closed at approximately 4:55pm
. Chairman NOTES: Community/Place Plan Steering Group Meeting
Held remotely via Zoom, on Monday 27 th July 2020 at 2pm
PRESENT: Town Cllrs: B Barton (BB); H Fleet (HF); J Pearson (JP) Colwyn Bay: David Masding (DM), GWIL /Colwyn Heritage Group Rhos-on-Sea: David Sewell (DS), Rhos Pickers Group Old Colwyn: Kai Davies (KD), Old Colwyn Events, Vin Murtagh, (VM) GWIL Steve Griffiths (SG), Colwyn Bay/Old Colwyn Business Sector Rep Rob Dix, Retired Regeneration Officer, Conwy CBC (Advisory capacity)
OFFICER(S): Tina Earley, Town Clerk (TE) Roz Dudley, Assistant Clerk (RD) Helen Jackson, IMAGINE Project Officer (HJ)
1. Welcome and introductions Tina Earley, Town Clerk: As a Chairman has not yet been appointed, the Town Clerk welcomed everybody and introduced Rob Dix, who had agreed to attend/support the group in an advisory capacity. Rob gave a brief summary of his involvement in the regeneration of Colwyn Bay, as a Conwy CBC Officer, and informed the group that Tina had contacted him to ask if he would be willing/able to attend.
Apologies for absence were received from Cllrs: C Matthews and D Jones and from Shane Wetton, Strategic Engagement and Place Plan Officer.
2. Appointment of Temporary Chair : It was agreed to appoint David Masding as temporary chair for the meeting.
3. Notes from Last Meeting: The notes from the last meeting, held on 29 th June 2020, were received and noted.
4. Constitution and Terms of Reference:
Members received and considered the updated draft Constitution and Terms of Reference, which had been based on a template forwarded by SW, prepared for a group which had already developed a place plan, and had therefore needed to be amended to suit this group. The discussion which took place covered the following main sections a. Purpose, aims and objectives of the group: It was felt consistency was important in the wording of the document. The Group would need to decide on a welsh language policy. Declaring prejudicial interests was also added to the document. It would be helpful to have a summary to explain the groups aims at a later date to share with the local community. b. Group Membership: It was agreed that business representation from Rhos on Sea is preferred, but if no-one is willing/able to step forward just yet we can compile a list of relevant contacts so that meeting notes and other information can be forwarded/shared. TE reported that RD had made contact with a trader willing to share any information. It was noted that the businesses are likely to be focussing on their own survival/recovery right now and it may be better not to make direct contact until there is a specific need for broader involvement. The group also considered the potential inclusion of County Councillor(s) and some concern was expressed about the balance between community and council representation, if a county councillor was appo inted for each ward alongside a town councillor. Agreed to invite the County Council, via the Local Area Forum, to nominate one County Councillor who could be the link for the group and report back on the groups progress. c. Voting rights: This section was updated to reflect the views of the group. d. Frequency/time of future meetings: It was agreed to usually meet every two months, but to also be flexible. TE to consult with Members not present at this meeting to enquire whether 2pm is a convenient time. TE to update the Constitution and Terms of Reference with the changes agreed, to be formally approved at the next meeting.
5. Branding/Gateway Signage: HJ gave a verbal update, confirming that the brief to appoint a consultant for the branding project has been drafted, but we will need to await the right time to launch given the ongoing COVID lockdown. We need to understand what the branding will represent and be used for. The Welcome/Gateway signs need to bring the Bay of Colwyn together to show that it includes Old Colwyn, Colwyn Bay and Rhos on Sea. The Visual brand/logo also needs to reflect this. HJ agreed to circulate the draft brief to members of the group. It was noted that she had been waiting for the group to agree on their Terms of Reference before finalising it, as the groups aims and objectives need to be included in the brief. Work has already started on the signage approval process with the Welsh Government and CCBC Highways. Ideally, the contract needs to be awarded by September and the consultation/engagement work done in October/November so that the final logo/design will be ready by early 2021. There will be 2/3 suggested designs which will be shared with the community. The design needs to be simple and recognisable. The project is being funded by IMAGINE but TE added that CIB do have some funds, if required. The signs will need to be fully bilingual and comply with WG/Highways signage standards. HJ to move forward with this project now that the Terms of Reference have been agreed by the group. A copy of the updated Terms of Reference will be sent to HJ.
6. Integrated and Animated Places: TE gave a verbal report on the progress. Once the consultation is ready, we will receive the link to the consultation web page document, as we are a named consultation body. We can help with the consultation by sharing to all our contacts and encouraging people to respond. There will be visuals and hopefully some 3D modelling footage, so people can envisage what the Town Centre will look like. ALL to assist in sharing and encouraging responses to the consultation, once it is launched. 7. Next Steps: Due to the Pandemic, we cant have drop in sessions or face to face consultations for the foreseeable future, but we can still send positive messages out to the local community and have conversations using electronic means. Time can also be spent on setting up a database of the information thats currently available to give the baseline data for the eventual plan. RD offered to help and suggested that TE makes contact with Mark Bowler, from the CCBC Information Unit in the first instance.
8. Date of Future Meetings : It was agreed to hold the next meeting on Monday 28 th September to commence at 2pm (subject to any feedback from those members not present today)
The meeting closed at 3:45pm From: Haf Jones Sent: 26 Aug 2020 10:38:58 +0000 To: Bay of Colwyn Town Council Subject: RE: Cael gwared o ffonau talu/Removal of payphones
Hi Roz
Thanks for your efforts on this and the early response which allows for some time to discuss.
Just a few points:-
BT are quite strict with the deadline date; I failed to get an extension during the last round of payphone removals which was during deep COVID.
The phone box can only be adopted by the Town/Community Council who will then take ownership of the electricity supply, insurance and upkeep responsibility.
Would the Town Council consider adopting the phone box and letting the defib project develop?
Happy to have a chat
Regards Haf
From: Bay of Colwyn Town Council
Dear Haf
The removal of the phone-box in Old Colwyn was discussed last night at a Committee Meeting. One of our members reported that before CoVid Restrictions, he was in communication with a local residents group in Old Colwyn for the group to possibly adopt this phone box for defibrillator use. He is asking that the deadline date for decision be extended so these discussions can resume once groups are meeting again. To use the phone box for a defibrillator the electricity supply must not be disconnected. Please advise whether this is possible.
Thank you Roz Dudley (Mrs) Assistant Clerk
Mae'r neges e-bost hon ac unrhyw ymgysylltiadau yn gyfrinachol, ac wedi eu bwriadu ar gyfer yr un sy'n cael ei h/enwi yn unig. Gallent gynnwys gwybodaeth freintiedig. Os yw'r neges hon wedi eich cyrraedd ar gam, ni ddylech ei chopaio, ei rhannu na dangos ei chynnwys i unrhyw un. Cysylltwch efo Cyngor Tref Bae Colwyn ar unwaith. Nid yw'r Cyngor na'r un sydd wedi anfon y neges yn derbyn unrhyw gyfrifoldeb am feirysau, a'ch cyfrifoldeb chi yw sganio unrhyw ymgysylltiadau. Maer Awdurdod yn monitror defnydd o e-bost/rhyngrwyd a chynnwys y rhain i ddibenion busnes. Yn unol â gofynion y Rheoliad Diogelu Data Cyffredinol newydd, fe hoffem eich hysbysu bydd y wybodaeth a gyflwynwyd gennych yn cael ei ddefnyddio i amcanion Cyngor Tref Bae Colwyn yn unig i gysylltu â chi. Nid ywr Cyngor yn rhannur wybodaeth yma gydag unrhyw un arall nag unrhyw fudiad arall. Os hoffech ir Cyngor ddileu eich data personol, gadewch i ni wybod os gwelwch yn dda.
This email and any attachments are confidential and intended for the named recipient only. The content may contain privileged information. If it has reached you by mistake, you should not copy, distribute or show the content to anyone but should contact Bay of Colwyn Town Council at once. Neither the Council nor the sender accepts any responsibility for viruses, and it is your responsibility to scan any attachments. The Authority monitors e-mail/internet usage and content for business purposes. Under the requirements of the new General Data Protection Regulation, we would like to inform you that the information you have provided will be used solely for the purpose of the Bay of Colwyn Town Council communicating with you. The Council does not share this information with any other person or organisation. If you wish the Council to delete your personal data, please let us know.
From: Haf Jones < [email protected] > Sent: 21 July 2020 16:28 To: Rhian Ellis < [email protected] >; Bro Machno < [email protected] >; [email protected] ; Trefriw < [email protected] >; Llanrwst
Pnawn da
Please scroll down for translation
Gweler isod hysbysebiad gan BT or bwriad i gael gwared ar ffon(au) talu yn eich cymuned. Rwyf angen eich ymateb ar y daflen excel wedi atodi erbyn dydd Iau 15fed o Hydref 2020 ar yr hwyra os gwelwch yn dda.
Os na fyddaf wedi derbyn ymateb erbyn y dyddiad hyn, byddaf yn cymeryd hynny fel arwydd nad oes gan y Cyngor Cymuned unrhyw wrthwynebiad ir offer ffon gael ei dynnu allan ac nad oes chwaith fwriad nag awydd fabsysiadur ciosc.
Annwyl Brif Swyddog Cynllunio,
Rydym yn ystyried cael gwared ar ffonau talu yn eich ardal felly rhannwch eich barn. Mae'n cyfnod ymghynghori 90-diwrnod yn dod i ben ar 18 October 2020 Rydym yn adolygu'r galw am ein ffonau talu yn barhaol ac rydym wedi nodi 7 o ffonau talu yn eich ardal sydd ddim yn cael digon o ddefnydd. Rydym yn ystyried eu diddymu dan broses ymgynghori 90-diwrnod. Atodwn restr o'r ffonau talu dan sylw. I wneud yn siwr fod y gymuned leol yn gwbl hysbys, rydym wedi arddangos arwyddion (gan gynnwys y dyddiad postio) ar y ffonau talu hyn. Atodwn esiampl o arwydd.
Pam ydym eisiau diddymu ffonau talu? Mae defnydd ffonau talu wedi lleihau o dros 90% dros y ddegawd diwethaf ac mae'r angen am ffonau talu i'w defnyddio mewn argyfyngau yn lleihau drwy'r amser, gydag o leiaf 98 y cant o'r Deyrnas Unedig gyda signal ffôn. Mae hyn yn bwysig gan fod posib galw'r gwasanaethau argyfwng cyn belled â bod signal ffôn, hyd yn oed pan nad oes signal gan eich darparydd ffonau chi. Yn ogystal â hyn, mae adroddiad fforddiadwyedd Ofcom wedi canfod nad yw'r rhan fwyaf o bobl yn ystyried ffonau talu'n angenrheidiol i'r cyhoedd yn y mwyafrif o amgylchiadau.
Sut all cymuned gadw bocs ffôn coch? Mae hwn yn gyfle gwych i gymunedau lleol, cynghorau ac elusennau i fabwysiadu bocs ffôn coch a'i wneud yn ased i bawb gael mwynhau. Mae pobl ar draws y wlad yn gwneud defnydd ohonynt am bopeth o ddiffibrilydd i fanc bwyd. Mae'n hawdd i'w wneud, a'r gost yw £1 yn unig- http://bt.com/adopt Beth ydym yn gofyn i chi wneud Byddem yn croesau eich adborth ar p'run a oes angen y ffonau talu, a byddem yn gwerthfawrogi'ch cymorth. Mae datganiad Ofcom yn dilyn eu adolygiad yn 2005 o wasanaethau bydol yn y farchnad telegyfathrebu yn rhoi'r cyfrifoldeb ar yr awdurdod lleol i ymgynghori â'r gymuned leol am ddiddymiad ffonau talu. Fel arfer, byddai disgwyl i'r ymgynghoriadau yma gynnwys sefydliadau cyhoeddus megis cynghorau cymuned neu blwyf, a gweithio o fewn termau'r Ddeddf Gyfathrebu 2003. Beth i'w wneud nesaf Os gwelwch yn dda, cwblhewch a dychwelwch yr atodiad gyda'ch penderfyniad ar bob ffôn talu unigol, a'i ddanfon dros ebost at [email protected] . Cofiwch gadw prawf eich bod wedi danfon r ebost neu gadw nodyn danfon (read receipt.) Dewisiwch cytuno os ydych yn hapus i ni ei ddiddymu. Os ydy'r gymuned leol am fabwysiadu'r bocs ffôn, rhowch fanylion cyswllt ac fe wnawn ni'r gweddill. Os ydych yn penderfynu gwrthwynebu, bydd gofyn i chi gwblhau'r golofn olaf gan ddarparu rhesymau. Bydd rhaid i chi gyfiawnhau'ch penderfyniad ar sail anghenion ffon. Mae Annex 1 yn dogfen llawn Ofcom am ddiddymu bocsys ffôn yn datgan fod Rhwymedigaeth Gwasanaeth Bydol BT yn gymwys i'r ffôn ac nid y bocs. Mae'r ddogfen hefyd yn rhoi manylion y broses apelio sy'n rhaid i ni ddilyn pan ddaw gwrthwynebiadau rhesymol. Er enghraifft, byddai'n amhreiodol i awdurdod lleol wrthwynebu i ddiddymiad bocs ffôn am ei fod yn dirnod neu ar sail trefedigaeth. Os na fyddwch yn darparu'r wybodaeth gyflawn ar y ffurlen nac yn ymgeisio i fabwysiadu'r bocs ffôn, byddwn yn cymryd nad ydych yn gwrthwynebu.
Diolch,
Haf Good afternoon
Please see below a note re BTs intention to remove the payphone equipment from the identified kiosk on the attached list. I need your response on the attached excel spreadsheet attached by 15 th October 2020 at the latest please?
If by that date I havent received a response then I will assume that the Town/Community Council have no objection to the removal of the payphone equipment and no appetite to adopt the kiosk itself.
Dear Chief Planning O fficer,
Wed like to remove payphones in your area so please tell us your views. Our 90 day consultation ends on 18 October 2020
Were continually reviewing the demand for our payphones and weve identified 7 public payphones in your area that arent being used enough. Were proposing to remove them under the 90 day consultation process. The list of payphones is attached.
To make sure that the local community are fully informed, weve placed consultation notices (including the posting date) on these payphones. A sample notice is attached.
Why do we want to remove payphones? Overall use of payphones has declined by over 90 per cent in the last decade and the need to provide payphones for use in emergency situations is diminishing all the time, with at least 98 per cent of the UK having mobile coverage. This is important because as long as there is mobile network coverage, its possible to call the emergency services, even when there is no coverage from your own mobile network provider.
Also, Ofcoms affordability report found that most people no longer view payphones as essential for consumers in most circumstances.
How can a community keep a red phone box? This is a great opportunity for local communities, councils and charities, to adopt their red phone box and make it an asset for everyone to enjoy. People across the country are using them for everything from defibrillators to foodbanks. Its really simple to do and costs just £1 - http://bt.com/adopt
What were asking you to do Wed welcome your feedback on whether the payphones are still needed and wed appreciate your help.
Ofcoms statement following their 2005 review of universal service in the telecommunications market gives the responsibility to the local authority to consult with the local community on the removal of payphone service. They would normally expect these consultations to involve other public organisations such as parish or community councils and work within the terms of the Communications Act 2003.
What to do next Please complete and return the attached annex with your decision on each payphone by email to [email protected] . Please retain proof that the email was sent or apply a read receipt.
Just select agree if youre happy for us to remove it. If the local community wish to adopt, please provide their contact details and well do the rest. If you decide to object, youll need to complete the last column with your reasons. You must be able to objectively justify your decisions based upon telephony needs. Annex 1 in Ofcoms full guidance about removing phone boxes states that BTs Universal Service Obligation applies to the telephone, not the phone box. The guidance also details the appeals process we must follow for unreasonable objections. It would, for example, be inappropriate for a local authority to object to removal of a public call box because it is a local landmark or on heritage grounds,
Well assume you have no objection to the removal of a payphone if information on the form is incomplete or an adoption does not proceed.
Regards
Haf
Haf Jones Uwch Swyddog Datblygu ac Ymgysylltu â Chymunedau/Senior Community Development & Engagement Officer Gwasanaeth Datblygu Cymunedau / Community Development Service Cyngor Bwrdeistref Sirol CONWY County Borough Council Glasdir, Plas yn Dre, LLANRWST, LL26 0DF. Ebost/email: [email protected] Rhif ffon/Phone 01492 577 831 Symudol/Mobile 07733 012 516 :www.conwy.gov.uk ; :www.ruralconwy.org.uk
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Action Plan 2020-21
(To be read in conjunction with the Corporate Plan 2018-2022)
Approved 15 th June 2020 (Min. 507/19 ) Last Updated .. ( Min. ) Action Action Action Owner/s Target Action Update Completed Ref: Completion Date KEY OBJECTIVE 1 People are Educated and Skilled 1.1 Provide low cost meeting rooms at the Ongoing Town Hall for classes (e.g. Welsh and English Second Language)
1.2 Provide grants to organisations Ongoing providing learning opportunities for either young people or adults.
1.3 Appoint Community Governors to each Ongoing of our local LEA funded primary schools (re-appointed annually) 1.4 Work in partnership with others, Ongoing including Bay Life Regeneration Group, to seek ways to support/encourage local employment opportunities KEY OBJECTIVE 2 People are Safe and Feel Safe 2.1 Identify ways of working more Council / Ongoing New District Inspector and proactively with the local neighbourhood Neighbourhood Neighbourhood Policing Sergeant Jan policing team to tackle low-level crime Police Sergeant 2020 attended Council 2.3.20 to and anti-social behaviour discuss how we can work together. 2.2 Complete work on the pilot Community Clerk / Admin Mar 2019 Project suspended due to long-term Suspended Resilience project, with support from the Officer and town absence of lead officer. NW Regional Emergency Planning council reps Service 2.3 Contribute towards the ongoing Town Council / Ongoing Contribution approved for 2020/21 in provision of CCTV cameras across the CCBC CCTV (review each January budget meeting area Officer December) 2.4 Organising the annual bonfire and Bonfire Sub- Annual event Approx. 8,000 people attended the fireworks display in Eirias Park to Committee (November!) event in Eirias Park on 5 th November. encourage local families to stay safe on Feedback generally very positive. bonfire night.
KEY OBJECTIVE 3 People have Good Quality Homes they can Afford 3.1 Engage with and support the Local GP&P (working to Planning Authority with its review of the Committee CCBC Local Development Plan timescales) 3.2 Support members of the GP&P Council / Clerk Ongoing Several members recently attended a Committee to undertake training workshop with the Planning provided by Planning Aid Wales and Inspectorate and other training has others been completed through the year. 3.3 Seek to encourage developers, at pre- GP&P Ongoing application consultation stage, to Committee provide good quality, affordable housing for local people in sustainable locations
3.4 Supporting organisations and projects P&F Committee Ongoing that tackle homelessness and poverty
KEY OBJ ECTIVE 4 People are Healthy and Active, with Good Mental Wellbeing for All Ages 4.1 Ensuring the provision of adequate and P&F Committee Annual Budget 1. Funding increased to £30,000 for safe places for children to play by: Provision 2018/19, plus £17,500 2019/20 1. Supporting CCBC with additional - works delayed due to floods in funding to ensure play equipment is Feb and COVID-19 maintained. 2. Budget of £19,000 allocated for 2. Supporting open access play Annual Budget 2020/21. schemes in school holidays Provision 3. Report from CCBC task & finish group awaited
4.2 a. Increasing engagement with young Council and Ongoing Youth Engagement Strategy adopted Adopted people to find out what support they Committees following discussions with Conwy Youth 2018 need to lead active and healthy lives. Service, Conwy Youth Council, CVSC Youth Participation Officer. b. Allocating (part of) youth grant budget and involving young people in Policy & finance March 2021 Clerk met youth officers/young people PB Voting determining funding recipients (using Committee (postponed January to plan/prepare process and event was participatory budgeting) due to COVID- draft guidelines for applicants. due to be 19) Now launched for applications. held April 2020 4.3 Provide funding support (large and Council / Policy Annually Large grants approved 2020/21 small grants) to groups/organisations & Finance providing projects and activities that Committee promote health and mental wellbeing 4.4 Provide funding support (large and Council / Policy Annually Large grants approved 2020/21 small grants) for local organisations & Finance providing social and recreational Committee activities (supporting general wellbeing) 4.5 Provide funding support (direct funding, Council, Colwyn Annually Large grants approved 2020/21 large and small grants) for projects that in Bloom protect or enhance our local open Committee, spaces, parks, gardens, waterfront and Policy & woodlands. Finance Committee 4.6 Support grant applications to encourage Policy & Annually Large grants / small grants / youth / support activities for harder to reach Finance grants (incl. participatory budgeting) groups.
4.7 Development of Family Centre and Council / CCBC End 2020? Support the development of the Community Hub Douglas Road site as a family centre and community hub. 4.8 Work towards a Disabled Friendly Council Ongoing 1. Requested update on progress Colwyn Bay, by: (last contact Feb 2019). 1. Seeking additional drop kerbs to 2. As above (and awaiting TCIP improve access to key public buildings, proposals for road/pavement including the Town Hall and library improvements) 2. Consider ways to address the issues 3. As above caused by water gullies in the pavement 4. Reminder sent to all members between the town centre and Theatr Feb 2019 and GP&P Committee Colwyn. progressing actions, through 3. Seek to remove obstacles at dropped CCBC (ERF) kerbs (e.g. sign at Subway/Spar on 5. Ongoing Abergele Road). 4. Encouraging all councillors to engage with Conwy access group with a view to undertaking ward audits to inform an ongoing project to improve disabled access across the town. 5. Where practicable, to encourage the GP&P Committee to consider disabled access when assessing planning applications.
KEY OBJECTIVE 5 People Live in a Town which has a Prosperous Economy 5.1 Continue to work closely with any local Council / Clerk Ongoing business/trade organisations to support the local business community
5.2 Working with CCBC, explore ways in Council / Clerk March 2021 Awaiting re-opening of market to which Colwyn Bay market could be establish contact with new operator. further developed
5.3 Support local events, where these have Council / P&F Annual Approval of events grants in 2020/21, a positive impact on the local economy Committee however many events are being postponed or cancelled due to COVID- 19
5.4 Replacement Conwy LDP support Council / Mar 2021 strategy to protect / increase General employment land, where this may Purpose & provide additional quality jobs for local Planning people Committee 5.5 Working in partnership with the Bay Life Council Ongoing Agreed funding support of £19k towards Regeneration Board on projects such as TCIP project (jointly funded by Colwyn the Town Centre Investment Plan BID, CCBC and Welsh Govt) Progress report to Council 2.3.20 contribution delayed to 2020/21
5.6 Supporting projects / activities to bring Council / P&F Annual Budget of £27,500 for festive lighting day visitors and shoppers to Colwyn Committee / across three retail areas, plus £6,000 Bay, such as festive lighting in Dec Christmas for Christmas events. Lighting Sub- Committee
KEY OBJECTIVE 6 People Value and Look after the Environment and Support Community Resilience 6.1 Engage with the Public Service Board in Council / Clerk Ongoing Community pledge documents received the development of its Green (working to Council agreed to sign-up 2.3.20: see Community Pledge, to encourage buy- PSB APPENDIX A for Green Pledges Action in / change, at a very local level. timescales) Plan
Adopt Environmental Action plan under Environmental (Wales) Act 2016 6.2 Participating in environmental audits at All Local Ongoing ward level with partners from Conwy Councillors CBC and NW police 6.3 Community Resilience Pilot Project see 2.2 above 6.4 Providing funding (small grants) / Council and Ongoing Funding previously approved for CCBC support to support environmental clean- Committees No messing anti-litter and anti-dog ups and campaigns fouling campaigns across BofC area, but now suspended activity due to lack of resources at CCBC Town Council has recently become a litter pick hub, in conjunction with Keep Wales Tidy, to share equipment and encourage / support local litter pick groups (Jan 2020) 6.5 Providing funding for street furniture and Council and Ongoing Small grants and councillor ward other environmental improvements e.g. committees allowances replacement litter/recycling bins
6.6 To support the ongoing work of the Council / Ongoing Colwyn in Bloom Committee in involving Colwyn in the community in looking after the local Bloom environment. Committee 6.7 Tree Charter support the work of the Council / All Ongoing Tree Charter campaign in recognising Committees and the importance of, encouraging the Sub- planting of, and protecting our local Committees trees.
6.8 Seek to maintain and enhance Council Ongoing Prepare and publish a plan setting out First report biodiversity and promote the resilience what we propose to do. Publish approved of ecosystems (duty under the triennial report by y/e 2019 and every 2.12.19 Environment (Wales) Act 2016, p1 s6 three years thereafter. 6.9 Consider declaring a Climate Council To be Emergency and adopting some/all of considered in the 20 actions recommended by Friends 2020/21 of the Earth
KEY OBJECTIVE 7 People Live in a Town where Heritage, Culture and the Welsh Language Thrive 7.1 Provided funding support for the 2019 Council Approved July Second instalment paid 2019/20 National Eisteddfod (via the local 2018 Event held August 2019 fundraising committee) 2nd instalment paid in 2019 7.2 IMAGINE Colwyn Bay funding partner Council March 2021 HLF application successful in 2018/19 in a three year project for encouraging for three-year project. Town Council and supporting heritage and arts has committed £17,000 over 3 years. networks/projects. Cllr and Clerk sit on Steering Group.
7.3 Theatr Colwyn Council Ongoing Provide financial support (£55,000 p.a., to enable local residents to have an affordable local theatre/cinema, plus members appointed to a Joint Management Committee.
7.3 Provide funding to support events, P&F Committee See events grants item 5.3 above exhibitions and other activities with a cultural and/or heritage link
7.4 Promotion / support of Welsh Language Council Ongoing Adhere to Welsh language scheme / standards. Provide low cost venue for local Welsh classes. Provide grant funding for Y Pentan, Welsh language newsletter
7.5 Civic Artefacts Council Ongoing Storage and display of local civic artefacts/regalia, on loan from CCBC.
7.6 Municipal Events Council / Annual Organising/supporting annual municipal Committees events, such as Civic Service, Remembrance Sunday service, Volunteer Awards, St Davids Day event 7.7 Ancient Local Charities and War Council Ongoing Providing officer support and Trustees Memorial(s) for several ancient/local charities, including Llandrillo Charities and acting as Custodian of the Colwyn Bay War Memorial. KEY OBJECTIVE 8 People are Informed, Included and Listened to, and can add to their Community (Community Empowerment) 8.1 To form a Steering Group to commence Council Ongoing Steering Group formed and is work on producing a Community/ Place commencing work on project plan, with Plan support from CCBC & Imagine.
8.2 To make improvements to the Town Website Deadline now extended to Sept 2020 to Council website, to make it more Working Group Sept 2020 comply fully with public Sector website responsive and accessible and ensure accessibility requirements. the content is up to date and relevant
8.3 To use social media to share Clerk / Assistant Ongoing information about local events/ activities Clerk
8.4 To use the Youth Engagement Strategy Clerk / Cllr A Ongoing to work more closely with local young Kealey people.
8.5 To produce regular news items (on Clerk / Ongoing First annual report published May 2019. Council website) and publish an Annual Chairman May annually Report
8.6 To champion local democracy by Council / Ongoing supporting and encouraging members members to engage with local residents, both formally and informally.
SUPPORTING OBJECTIVES Good Governance and Accountability 9.1 Conduct a review of training needs for Clerk / Council Annual Annual training and development review councillors and staff and monitor this conducted and training needs approved annually on an annual basis (January) 9.2 Conduct annual staff personal Clerk / Staffing Annual Clerks review last completed Dec 2019. development reviews Sub-Committee Staff reviews completed Nov 2019 9.3 Comply with all relevant legislation, Clerk / Council Ongoing Clerk to attend relevant training / such as Accounts & Audit Regulations, conference events and update Council, and Data Protection (GDPR) as required. 9.4 Comply with Internal Controls, Standing Council Ongoing Annual review of risk assessment Orders and Financial Regulations, carried out January 2020. updating these where necessary, and New Practitioners Guide published Aug carry out an annual review of the 2019 Councils risk assessment New Model financial regulations reviewed and adopted Sept 2019 SUPPORTING OBJECTIVES Our Core Values 9.5 To promote the highest standards of ALL Ongoing openness and transparency, whilst protecting sensitive/confidential or personal information. 9.6 To be ethical, empowering, honest & ALL Ongoing trustworthy, respectful, inclusive, caring & responsible in all that we do. 9.7 To incorporate the five ways of working, ALL Ongoing involving, collaborative, long-term, integrated, prevention, from the Wellbeing of Future Generations Act 2015, in all that we do. MONITORING & REVIEW 10.0 To review progress on the agreed Council Jun, Sept, Dec Last reviewed June 2020 actions on a quarterly basis. & March 10.1 To produce an annual report in May Council September Completed May 19 (see 8.5 above) each year (publish by September) 2019 DRAFT Climate Change Emergency & Community Green Pledges Action List 2020-21
Approved 15.6.2020 (Min. 507/19 ) Action Action Suggested Target Action Update Completed Ref: Action Completion Date GREEN PLEDGE 1 Community Buildings and Facilities
1.1 Cut out energy wastage (e.g. turn off 1.Guidance March 2021 1. To be done once we are back in lights, appliances, chargers and close posters for the office windows). Town Hall 2. Consider 2. Need to arrange Electrician to do motion sensor a site visit and get 3 prices/quotes lights for for Sensor lights. communal areas 3. To be done once back in office 3. Switch off all need sign on office doors as a appliances reminder to switch off all relevant appliances.
1.3 Improve the energy efficiency of 1. Replace old March 2021 1. Boilers replaced June 2020 community buildings (such as lighting, boilers heating and water) 2. Change to 2. Need to sort when Electrician LED lights does a site visit (see 1.1 item 3)
GREEN PLEDGE 2 Transport
2.3 Install electric car/bicycle charging 1. Electric This is part of a bigger scheme for points charging the carpark so defer this action for point(s) in Town March 2021 now. Hall carpark
2.4 Install cycle racks 1. Review/Install March 2021 This is part of a bigger scheme for more cycle the carpark so defer this action for racks now. GREEN PLEDGE 3 Reduce, Reuse & Recycle
3.1 Become a plasticless or free 1. Work with March 2021 1. This needs to be organised once community local community CoVid restrictions are lifted. to sign up to Refill Wales 2. Workshop can be organised once 2. Hold a Covid Restrictions have been workshop lifted. 3.Start a FB campaign 3. FB Campaign can be started 4. Install more needs discussion as to content. water fountain(s) 4. Need to decide locations.
3.2 Recycle more in the community FB campaign 1. Can be incorporated in to the Facebook page 3.6 Reduce paper waste and use recycled Consider more March 2021 1. Paper Report published: paper paper ways to go procurement being sought. paper-less GREEN PLEDGE 4 Local, Ethical produce
4.1 Establish community orchards or/and 1. Support and March 2021 1. This is already being done allotments promote existing through Colwyn-in-Bloom and the and new environmental groups. community orchards in our area
4.2 Buy & use local seasonal produce 1. Encourage Liaise with local market re: selling community to seasonal local produce buy seasonal local produce
GREEN PLEDGE 5 Environment and Nature Pledge 5.1 Manage a community green space to Support local March 2021 1. Colwyn in Bloom support local benefit wildlife and encourage environment Environment Groups. biodiversity groups
5.3 Recycle rain water Consider water March 2021 1. Contact Conwy CBC for prices of butt(s) for Town water butts Hall
5.4 Organise community clean up and litter 1. Create a local March 2021 1. Litter Pick hub created in March pick days Litter Pick Hub 2020. and calendar of 2. Calendar of litter pick events will litter pick events resume after CoVid restrictions are lifted and the Hub is re- opened. From: Wendi Patience Sent: 26 Aug 2020 10:17:55 +0000 To: Wendi Patience Cc: Wendi Patience Subject: REMINDER - TRAINING AVAILABLE FROM ONE VOICE WALES / ATGOFFA - HYFFORDDIANT SYDD AR GAEL GAN UN LLAIS CYMRU Attachments: Application for free training place.docx, Bursary letter up to Feb 2021 - £100.docx, Bursary letter up to Feb 2020 £100 Cym.docx, Application for free training place Cym.docx, Overview Modules Jan 2020 Eligible for free places CYM.doc, Overview Modules Jan 2020 Eligible for free places.doc
Dear Chair/Clerk,
TRAINING AVAILABLE FROM ONE VOICE WALES
As you will appreciate, we have been unable to offer face to face training since early March this year and the probability is that this form of training will not be available for some time yet. We have therefore decided to offer webinar training to all Councils, and we are currently involved in establishing a new system for delivering this form of training with StarLeaf video conferencing. The webinar training programme will be launched in September this year and our trainers are currently receiving training and support to enable them to deliver training based on our current modules on a webinar-based approach. We will of course re-introduce face to face training at some future point in time but there is little likelihood of this being a possibility for some time yet. The likelihood for the longer term is that we will offer a mixture of both training methods which will provide an element of choice which will be appealing to many Councillors in Wales.
I am pleased to inform you that the Welsh Government is providing additional financial support in the current financial year to reduce the cost to Councils of funding training places. I feel certain that you will welcome the support being given which is designed to not only reduce the cost of training to Councils but also to encourage higher levels of participation which will enhance the knowledge and skills of Councillors enabling them to effectively engage in all aspects of their important governance, financial and accountability responsibilities.
The Welsh Governments financial support provides for: - a. Subject to a cost ceiling, the funding of two free places for Councils with priority being given to those Councillors who are either Chair of the Council or of the Finance Committee. One Voice Wales will prioritise the award of free places depending on the number of nominations received. For us to arrange for the allocation of places to these courses can you please complete and return to Wendi Patience the attached form. b. The free places will only apply to those who are nominated to attend one or more of designated modules, namely The Council as an Employer, Understanding Local Government Finance and Understanding the Law. c. A financial allocation has been approved to enable the continuation of the bursary scheme but for the current financial year, Councils with an annual budgeted income of £100k or less will be eligible based on a maximum grant per Council of £100 as a contribution of up to 50% of the cost of training delivered by One Voice Wales. As well as programmed courses which Councils can book places on, there remains the option for Councils to request bespoke training sessions for their own Council members. The cost of training courses in the current financial year are as follows: -
Council Description Webinar Face to Bespoke Course Cost Bespoke Place Face (Webinar) Course Cost Delivery Cost Cost (Face to Face) Member Councils (More than £30.00 £40.00 £299 £399 200 dwellings) Member Councils (Less than £20.00 £30.00 As above As above 200 dwellings) Non-Member Councils (More £50.00 £60.00 Not available Not than 200 dwellings) available Non-Member Councils (Less £40.00 £50.00 Not available Not than 200 dwellings) available
Note There will be a maximum of 20 places on webinar and face to face training events.
You should be aware that we now offer a new training module on the process elements of community asset transfers. This is best delivered on a bespoke basis and is offered at the current time as a webinar training session. If your Council would wish to book a bespoke webinar on any of our courses including this new course please contact Wendi Patience for further details - [email protected]
For your reference, I am enclosing a summary of all our current training courses together with the bursary claim form.
I sincerely hope that you will encourage your members to take up the opportunity to take part in our programme of webinar courses. Full details of the course dates and times together with joining instructions will be circulated to you in early September.
Yours faithfully, Lyn Cadwallader Chief Executive
Annwyl Gadeirydd/Clerc, HYFFORDDIANT SYDD AR GAEL GAN UN LLAIS CYMRU Fel y gwyddoch, rydym wedi methu cynnig hyfforddiant wyneb i wyneb ers dechrau mis Mawrth eleni ar tebygrwydd yw na fydd y math hwn o hyfforddiant ar gael am beth amser eto. Rydym felly wedi penderfynu cynnig hyfforddiant gweminar i bob cyngor, ac rydym wrthi ar hyn o bryd yn sefydlu system newydd ar gyfer cyflwynor math yma o hyfforddiant trwy fideo gyfarfodydd StarLeaf. Caiff y rhaglen hyfforddiant gweminar ei lansio ym mis Medi eleni ac mae ein hyfforddwyr yn derbyn hyfforddiant a chefnogaeth ar hyn o bryd er mwyn iddynt allu cyflwyno hyfforddiant yn seiliedig ar ein modylau presennol ar ffurf gweminarau. Byddwn wrth gwrs yn ail-gyflwyno hyfforddiant wyneb i wyneb rywbryd yn y dyfodol ond maen annhebyg iawn y bydd hynnyn bosib am beth amser eto. Y tebygrwydd ar gyfer yr hirdymor yw y byddwn yn cynnig cymysgedd o ddulliau hyfforddiant fydd yn cynnig elfen o ddewis fydd yn apelgar i lawer o gynghorwyr yng Nghymru. Rwyf yn falch o roi gwybod ichi fod Llywodraeth Cymru yn darparu cymorth ariannol ychwanegol yn y flwyddyn ariannol bresennol er mwyn lleihaur gost o ariannu lleoedd hyfforddiant i gynghorau. Rwyf yn sicr y byddwch yn croesawur cymorth a roddir sydd nid yn unig yn ceisio lleihau cost hyfforddiant i gynghorau ond hefyd yn ceisio annog mwy o gynghorwyr a chynghorau i gymryd rhan er mwyn datblygu gwybodaeth a sgiliau cynghorwyr au galluogi i ymgysylltun effeithiol â phob agwedd ar eu cyfrifoldebau llywodraethiant, ariannol ac atebolrwydd pwysig. Mae cymorth ariannol Llywodraeth Cymru yn darparu ar gyfer: - Yn amodol ar uchafswm cost, ariannu dau le rhad ac am ddim i gynghorau, gan roi blaenoriaeth ir cynghorwyr hynny sydd naill ain Gadeirydd y Cyngor neur Pwyllgor Cyllid. Bydd Un Llais Cymru yn blaenoriaethur gwaith o gyflwyno lleoedd rhad ac am ddim yn ôl nifer yr enwebiadau a dderbynnir. Er mwyn inni allu trefnu dyrannu lleoedd ar y cyrsiau hyn gofynnir ichi lenwir ffurflen atodedig ai danfon yn ôl at Wendi Patience. Ni fydd y lleoedd rhad ac am ddim ond yn berthnasol i bobl a enwebwyd i fynd ar un neu ragor or modylau dynodedig, sef Y Cyngor fel Cyflogydd, Dealltwriaeth o Lywodraeth Leol Cyllid a Dealltwriaeth or Gyfraith. Cafodd dyraniad ariannol ei gymeradwyo er mwyn parhaur cynllun bwrsariaeth, ond ar gyfer y flwyddyn ariannol bresennol. Bydd cynghorau a chanddynt incwm cyllidebol blynyddol o £100k neu lai yn gymwys yn seiliedig ar uchafswm grant o £100 i bob cyngor hyd at 50% o gost yr hyfforddiant a ddarperir gan Un Llais Cymru. Yn ogystal â chyrsiau rhaglennol y gall cynghorau archebu lleoedd arnynt, mae croeso o hyd i gynghorau ofyn am sesiynau hyfforddiant pwrpasol ar gyfer aelodau eu cyngor eu hunain. Mae cost cyrsiau hyfforddiant yn y flwyddyn ariannol bresennol fel a ganlyn: -
Disgrifiad or Cost Lle ar y Cost Cyflwyno Wyneb Cost Cwrs Cost Cyngor Gweminar i Wyneb Pwrpasol Cwrs (Gweminar) Pwrpasol (Wyneb i Wyneb) Aelod £30.00 £40.00 £299 £399 Gynghorau (Mwy na 200 annedd) Aelod £20.00 £30.00 Fel yr Fel yr Gynghorau uchod uchod (Llai na 200 annedd) Cynghorau £50.00 £60.00 Ddim ar Ddim ar Heb Fod yn gael gael Aelodau (Mwy na 200 annedd) Cynghorau £40.00 £50.00 Ddim ar Ddim ar Heb Fod yn gael gael Aelodau (Llai na 200 annedd)
Sylwer Fe fydd uchafswm o 20 lle ar y gweminar ar digwyddiadau hyfforddiant wyneb i wyneb. Dylech wybod ein bod erbyn hyn yn cynnig modiwl hyfforddiant newydd ar elfennau proses trosglwyddiadau asedau cymunedol. Ar hyn o bryd y ffordd orau o gyflwynor cwrs yw trwy drefniant pwrpasol ar ffurf sesiwn hyfforddiant gweminar. Os Hoffa eich Cyngor archebu gweminar pwrpasol ar unrhyw un on cyrsiau gan gynnwys y cwrs hwn dylech gysylltu â Wendi Patience i gael rhagor o fanylion - [email protected] Er gwybodaeth, rwyf yn atodi crynodeb or holl gyrsiau hyfforddiant sydd ar gael ar hyn o bryd ynghyd â ffurflen gais am fwrsariaeth. Rwyf yn gobeithion fawr y byddwch yn annog eich aelodau i fanteisio ar y cyfle i gymryd rhan yn ein rhaglen o gyrsiau gweminar. Danfonir manylion llawn dyddiadau ac amseraur cyrsiau ynghyd â chyfarwyddiadau ar gyfer ymuno atoch ar ddechrau mis Medi.
Yn gywir, Lyn Cadwallader
Prif Weithredwr
One Voice Wales / Un Llais Cymru 24c College Street / Stryd y Coleg Ammanford / Rhydaman SA18 3AF 01269 595400
The principal representative body for Community and Town Councils in Wales/ Y prif gorff cynrychioli ar gyfer Cynghorau Cymuned a Thref yng Nghymru
Website/Gwefan: www.onevoicewales.org.uk @onevoicewales Principal Sponsors of One Voice Wales/Prif Noddwyr Un Llais Cymru
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